HomeMy WebLinkAboutC-2325 - Emergency Communication Center, Police DepartmentCITY OF NEWPORT BEACH
u r
e. OFFICE OF THE CITY CLERK
(714) 640 -2251
DATE: May 14, 1982
TO: FINANCE DIRECTOR
FROM: City Clerk
SUBJECT: Contract No. 2325
Description of Contract Emergency Communications
Equipment (Furnish & Install)
Effective date of Contract May 13, 1982
Authorized by Resolution No. Min.Act., adopted on May 10, 1982
Contract with Motorola, Inc.
Address 171 South Anita Drive Suite 201
Orange, CA 92668
Amount of Contract $115,410.00
40e /'Oe'���y�
Wanda E. Andersen
City Clerk
WEA:lr
cc: Paul Henisey /Police Dept,
City Hall • 3300 Newport Boulevard, Newport Beach, California 92663
Page IA
• CITY OF NEWPORT BEACH
FURNISH AND INSTALL COMMUNICATIONS EQUIPMENT
EMERGENCY COMMUNICATIONS CENTER
PROPOSAL
To the Honorable City Council
City of Newport Beach
3300 Newport Boulevard
Newport Beach, California 92663
Gentlemen:
The undersigned declares that he he:; careuily examined the location :e
work, has read the Instru,.tions to idders, has examined the Plans and Special
Provisions, and hereby proposes to furnish all materials and do all t',-- work
req uired to complete this Contract in accordance with the Plans and Special
Provi >I —iis, and will take in full payment therefor the tollowing unit prices
for the work, complete in place, tO wit:
ORDER QUANTITIES AND PRICE INFORMATION
QUANTITY
ITEM
UNIT PRICE
TOTAL PRICE
1
Police Console #1 (total)
$ 13,407.
$ 13,407.
including specific components:
Voting indicator /selector
1
Telephone Console #2 (total)
12,759.
12,759.
1
Fire Console #3 (total)
12,430.
12,430.
1
Supervisor's Console �4 (total)
13,206.
13,206.
Install consoles and cabling
23,670.
23,670.
3
Remount & install maps
1,520
4,560
1
Prograrmable Paging Encoder
2,832
2,832
ITEt�1 UNIT PRICE
. 1 EOC Console (total) $ 9,543-
I EOC Consolette (Includes installation) 5,479.
3 Telephone type remotes (Includes installation) 758
1 UHF mobile -relay base stations 3,727
Install base station & antenna 749
5 Instant- recall recorders 2,545
Furnish cabinet, mount comparators Ppa 1,266
Fire Satellite Receiver System (inSNJ?stion) 4,546
Backup battery supply •278
TOTAL PRICE WRITTEi IN WORDS
One Hundred - Twenty Three Thouse:id Four
Hundred Fifty Ia's
and
Cents
Page 18
TOTAL PRICE
$ 9,543•
5,479.
2,274
3,727 .
749
12,725
I
1,266
4,546
273
i
123,451.00
A. Warranty - Option: The cost for one -year extended maintenance
following expiration of Manufacturer's warranty (refer to Section 38,244.00
2.12 of technical specifications). $
NOTE: The City reserves the right to reject any and all bids, to waive any
informality in the bidding and to accept any bid or portion thereof.
F.O.B. DESTINATION CITY OF NE1PORT BEACH
Terms (if applicable) % days (Terms to be negotiated after award of
Delivery date 60 -120 calendar days bid per para. 2.18 of specifications)
Motorola Communications and
Contractor's License No. 321163 (C10)Expires 7 -31 -83 Electronics, Inc.
{,'9 Bidder's Name
February 26, 1982
Vice Presi 'dent and Operations Manager'
is rC!Ser..s l;o are s.i._... .'. r. :" -^••±: ruui.a ui ivv, Ji11 L.0 2V1, VL Ciltye, '1.d111U7.-i LLd 70000
Bidder's Telephone No. (714) 978 -1100
• Page 2
INSTRUCTIONS TO BIDDERS
The following contract documents shall be completed, executed and received
by the City Clerk in accordance with NOTICE INVITING BIDS:
1. PROPOSAL
2. INSTRUCTIONS TO BIDDERS
3. DESIGNATION OF SUBCONTRACTOR(S)
4. BIDDER'S BOND (sum not less than 100 of total bid price)
5. NON - COLLUSION AFFIDAVIT
6. STATEttENT OF FINANCIAL RESPONSIBILITY
7. TECHNICAL ABILITY AND EXPERIENCE REFERENCES
except that cash, certified check or cashier's check (sum not less than 10" of
the total bid price) may be received in lieu of the Bidder's Bond. The title
of the project and the words SEALED BID shall be clearly marked on the outside
of the envelope c.itain`ig the bid.
Bids shall not be received from bidders who are n t licensed in accordance
with the provisions of Chapter 9, Division III of the Business and Professions'
Code. The low bidder shall also be required to possess a City of Newport Beach
bUSinacc lkenS prig to «t.,_ r i.___
4V A4...V 41Vli V/ con.
. ii 111 rac L.
Bids shall be submitted on the attached PROPOSAL form. The additional
copy of the PROPOSAL form may be retained by the bidder for his records.
•
The- estimated. quantities indicated in the PROPOSAL are approximate, and are
given solely to allow the comparison of bid totals.
Bids are to be computed upon the estimated quantities indicated in the
PROPOSAL multiplied 'by unit price submitted by the bidder. In the event of dis-
crepancy between wording and "figures, bid wording shall prevail over bid figures.
In the event of error in the multiplication of estimated quantity by unit price,
the correct multiplication will be computed and the bids will be compared with
correctly multiplied totals. The City shall not be held responsible for bidder
errors or omissions in the PROPOSAL.
Contract-documents shall bear signatures and titles of persons authorized
to sign on behalf of the bidder. For corporations, the signatures shall be of
the President or Vice-president. For partnerships, the signatures shall be of
a general partner. For sole ownership, the signature shall be of the owner.
In accordance with the California Labor Code (Sections 1770 et seq.), the
Director of Industrial Relations has ascertained the general prevailing rate of
rcr di cm .rage `" l oval i ty h4 ch U e .i6vk ;5 to Le i er fol :,:ed Cur each
craft, classification, or type of workman or mechanic needed to execute the con-
tract. A copy of said determination is available in the office of the City
Clerk. All parties to the contract shall be governed by all provisions of the
California Labor Code relating to prevailing wage rates (Sections 1770 -7991 in-
clusive). The Contractor shall be responsible for co,-pliar.ce with Section 1777.5
• of the California Labor Code for all apprenticeable occupations.
Motorola Communications and
321163 (C10) Expires 7 -31 -83 Electroaics lnc
Contr s Lic. Go. & Cldssification Bidder
Febra
GGC(i�C�
Date Authorized Y akure /Title
Vice President and.Operations Manager
. Page 3
DESIGNATION OF SUBC0;7TRACTOR(S)
The undersigned certifies that he has used bid(s) of the following listed
sub contractor (s) in making up his bid,and that the subcontractor(s) listed
will be used for the work for which they bid, subject to the approval of the
Engineer and in accordance with the applicable provisions of the Specifications.
No change of subcontractor may be made except with the prior approval of the
Engineer.and as provided by State law.
Item of Work Subcontractor Address
1.Entire Project M cor b 2211 South Lyon Street
Santa Ana; California 92705
2._ — Telep` one (714` 979 -9642
a
4.
5.
6.
7.- ... .
,
Motorola.Co-mmunications and
Autnorl7ed"y1gnature /title
Vice President. and Operations Manager
r1
LJ
0
•
K�;O'A' ALL PIEN BY THESE PRESENTS,
BIDDER'S BOND
•
That we, Motorola Communications and Electronics, Inc
Page 4
as bidder,
and Seaboard Surety , as Surety, are held
and firmly bound unto the City of Newport Beach, California, in the sum of
10% of Total Amount Bid
Dollars ($ ),
lawful money of the United States for the payment c: which sum well and truly
to be made, we bind ourselves, jointly and severally, firmly by these presents.
THE CONDITION OF THE FOREGOING OELIGATi'.,', SUCH,
That if the proposal of the above bounden bidder for the construction of
Furnish and Install Communi cations
Title of Project
t
in the Cii:y of "e e—rt Beach, is accepted by the City Council of said City, and
if the above bounden bidder shall duly enter into and execute a contract for
such construction and shall execute and deliver the "Payment" and "Faithful
Performance" contract bonds described in the Specifications within ten (10) days
(not including Saturday, Sunday, and Federal holidays) from the date of the
mailing of a rotice.to• the above bounden bidder by and from said City that said
contract is ready for execution, then this obligation shall become null and
void; otherwise it is and shall remain in full force and effect, and the amount
specified herein shall be forfeited to the said City.
In the event that any bidder above named executed this bond as an indi-
vidual, it is agreed that the death of any such bidder shall not exonerate the
Surety from its obligations under this bond.
IN WITNESS WHEREOF, we hereunto set our hands and seals this 17th._ day
of February 1982.
(Attach acknowledgement of
Attorney -in -Fact)
•
M
Title
Motorola Communications
and Electronics, Inc.
Bidder �—
AuthoriW Signature /Title
Vice President and Operations Manager
Certified Copy 4-Ni- kit( ), -ml) iZl —1.
No., 9214 Nj :)v Yin;tc, N£c}v Y(trtx •
POWER OF ATTORNEY
100W ALL MEN BY THESE PRESENTS: Thm SFAI4OARD SURETY COMPANY, a corporation of the State
of Ncl% York, has lwv)v, ennstitutcd aml appoinit-d and bV these presents dots make, ennstitute ruin appoint James E. Lee
or Thomas J. Joslin or Susan J. Kohnke or Lee A. Brodsky or C.L. Anderson- - - - - --
of Chicago, Illinois
its true and lawful Attorney -in - Fact, to make, execute and deliver on its behalf insurance policies, surety bonds, under-
takings and other instruments of similar nature as follows:5dithout Limitations
Such insurance polices, surety bonds, undertakings and instruments for said purposes, When duly executed by the aforesaid
Attorfey -in -Fact, shall he binding upon the said Company as fully and to the same extent as if signed by the duly authorized otiieers
of the Company and sealed with its corporate seal; and all the acts of said Attorney -in Fact, pursuant to the authority here'.)_;
given, aje hereby ratified and confirmed.
This appointment is made pursuant to the following By -Laws which were duly adopted by the Board of Directors of the said Com-
pany to December Sth, 1927, with Amendments to and including April G, 1975 and are still in full force and effect:
ARTICLE VII, SECTION' t:
°Policies, bonds, recognizance%, stipulations, consents of surety, underwriting undertakings and instruments relating thereto.
Insurance policies• bonds, recognizances, stipulations, consents of surety and undcrwriting undertakings of the Company and releases, agreement; and
other writings relating in any way thereto or to any claim or loss thereu: r. shall be signed fit the name and on behalf of the Company
40(a) by the Chairman of the hoard, the president, a Vice President or a Resident Vice President and by the Secretary, an Ass "stant Secretar Y.
esident Secretary or a Resident Assistant Se ,, -etary; or (b) by an attorney -in -Fact for the Company appointed and author ..•. :I by the Cha'k-
man of the Board, the Pres "dent or a Vice President to make such signature; or (o) by such other officers or representatives a the Board ma;:
from time to time determine.
j The seal of the Company shall if appropriate be affixed thereto by any such officer, Attorney -in -Fact or representative."
1 _
14 WITNESS WHEREOF, SEABOARD SURETY COMPANY has caused these presents to be signed by onUf its Vice -
Presidents, and its corporate seal to be hereunto affixed and duly attested by one of its Assistant Secretaries, this .......t ...............
day of .... JULY ....... ............................... 1981...
Attest
SEABOARD SURETY COINIPA :NY,
By
(Seal) 19.dr.1J4K t..GCQ .. Ala..........• ................. ...........Thomas P.. ... Gorke
Assistant Secretary Vice - President
STATE OF NEW YORK
COUNTY OF NEW YORK
On this .......10th ............. day of , ,.July........................_ 19..$.1...... before me personally appeare3
... 'PboMas...P......Go k. o .............................................. ...•........................... a Vice - President of SEABOARD SURETj- COMPANY.
with whom I am personally acquainted, who, being by me duly sworn, said that he resides in the State of .New erseX :
that he is a Vice - President of SEABOARD SURETY CO \IPANY, the corporation described in and which executed the fore-
going instrument; that he knows the corporate sea] of the said Company; that the seal affixed to said instrument is such corporate
seal; that it was so affixed by order of the Board of Directors of said Company; and that he. signed his name thereto as Vice -
President of said Company by like authority.
State of New York
No. 41- 9010912, Qualified in Queens County
Certificate filed in New York County
ommission Expires. March 30, 1982
t� Samuel C. Simmons .
Notary Pub:!c
C E R T I F I C A T E
I, the undersigned Assistant Secretary of SEABOARD SURETY CO \IPANY do hereby certify that the original Potter of Attorney of ak;
the foregoing i. a flail, true and correct copy, is in full force and effect or, the 'late of this Certiiicate and I do further certify that the Vice P:e•i :c-:
w'ho exvctred the caul Potter of Attorney ryas one of rile Officers autil,ri:o(i by the 8i,ard of Directors to appoint an attorney -in -tact as prot'i 'c;. i..
Article VH. Section 1, of tale Bt -Lary, of SEABOARD SURETY 01-NIP.AN)'.
Thi> Certitiyatc may IX %fence' and waled by fac,intide under and by :toth,xitc of the follotcing resolution of the Board of Directors of SEA-
BOARD .CURFTV COMPAX' at a meeting duly called and held on the 28d' day of tune N78.
"RESOIA FI): t-') -I'hat the o,c of a printed facsimile of dte corp,rate ,cal of the c+xnpnny :md of the signature of an As,i <taet SCir[::4'
on arty certification of the curreon'." of a copy of and in'trumetit vxccutv,i In' tile ProVden[ Or o A iiC- PfCilalent pur,nant to Article N 11. ?
1, of tile By -L;ms appointing :utd authori>ing an attorney -in -fact to si,4n in thy. nom, and nu hehalf of the company buret} bonds. undertr::
underfikuw, or other in,tnuneut; dc,cribed in said Article VII, Section 2, pith like effect as if Such seal and such signature had heen r.:ane'.
affixed and made, hereby is authorized and approved."
•
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the corporate seal of the Company to these presents r..i-
..............
27th ............... day of .. ......... Februar .. ...............................
1927
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0 • Page 5
NON - COLLUSION AFFIDAVIT
The bidder, by its officers and agents or representatives present at the time
o (filing this bid, being duly sworn on their oaths, say that neither they nor
any of them have, in any way, directly or indirectly, entered into any arrange -
ment or agreement with any other bidder, or with any public officer of such
CITY OF NE14PORT BEACH whereby such affiant or affiants or either of them, has
paid or is to pay to such bidder or public officer any sum of money, or has
given or is to give to such other bidder or public officer anything of value
whatever; o°- such affiant or affiants or either of them has not directly or
indirectly, entered into any arrangement or agreement with any other bidder or
bidders, which tends to or does lessen or destroy free competition in the
letting of the contract for by the attached bids; that no bid has been
accepted from. any subcontractor or materialman thro;:;l, any bid depository, the
bylaws, rul�4 or reg_iatior.s of Wiich prohibit or prey.: the bidder from con -
sidering any bid from any suocontractor or materialman ;4nich is not proces.ed
through said bid depository, or which prevent any subcontractor or materia man
from submitting bids to a bidder who does not use the facilities of or accept
bids from or through such bid depository; that no inducement of any form or
character other than that which appears upon the face of the bid will be sug-
gested, offered, paid or delivered to any person whomsoever to influence the
• acceptance of the said bid or awarding of the contract; nor has the bidder
-any agreement or understanding of any kind whatsoever with any person whomso-
ever to pay, deliver to, or share with any other person in any way or manner,
any of the proceeds of the contracts sought by this bid.
Subscribed and sworn to befors me
this day of Xlrh ,
19.
My commission expires:
L'g C u r EzE °rn 1.."Ksl 10,19g
•
Motorola Communications and
Electronics., Inc.
Bidder
/! - �
AuthorVed Signature /Title
Vice President and Operations Manager
Notary Public
•
• Page o`
STATEMENT OF FIilANCIAL RESPONSIBILITY
The undersigned submits herewith a statement of his financial responsibility
or agrees to submit a statement within 1 ::ork day after the bid opening if
the undersigned is the apparent low bidder.
Please see attached Annual Report.
Motorola Communications and
Electronics, Inc
Aut'nor d Signature /Titie
b'ice President and Operations Manager
9
0 Page 7
. TECHNICAL ABILITY AND EXPERLEGCE REFERENCES
The undersigned submits herewith a statement of the work of similar character
to that proposed herein which he has performed and successfully completed.
Year
Cc.-pleted For 1.4 am performed (Detail) Person to Contact Telephone No.
1978 California Highway Patrol Carl Ingersoll (916) 445 -1595
1978 City of Anaheim Liz Creamer (714)634 -3473
Fire Net 4
City of Stanton Capt Lyle Stcr_'ard (714) 891 -2481
Police Dept
City of Orange Mark Adcock (714) 532 -0261
Police Dept.
General Tel.enhona Clan Attr .l (714) 629 -9811.
lyrs City of Huntington Beach Bob Bowman. .(714) 536 -5477
Fxe Dept.
1978 A.C. Transit Loren Bell (415) 654 -7878.
• 19771.., ..City of Sunnyvale Richard Bischoff (408) 738 -5719
Sunnyvale. Calif.
1973 City of Huntington Beach Roger Ham (714) 960 -8811
Police Dept.
• Motorola Communications and
A Bidder
i��C��I�ZG�eti
uthoriz Signature /Title
Vice President and Operations 'fanavPr
PAYMENT BOND
KNOW ALL MEN BY THESE PRESENTS, That
. Page 9
WHEREAS, the City Council of the City of Newport Beach, State of California, by
motion adopted May 10, 1982
has awarded to
Motorola, Inc.
hereinafter designated as the "Principal ", a contract for Furnish and Install
Communications Equipment — Emergency Communications Center I
in the City of Newport Beach, in strict conformity with the Drawings and Specifications
and other contract documents on file in the office of the City Clerk of the City of
Newport Beach;
WHEREAS, said Principal has executed or is about to execute said contract and the
terms thereof require the furnishing of a bond with said contract, providing that if
said Principal or any of his or its subcontractors, shall fail to pay for any materials,
provisions, provender, or other supplies or teams used in, upon, for, or about the per-
formance of the work agreed to be done, or for any work or labor done thereon of any
kind, the Surety on this bond will pay the same to the extent hereinafter set forth:
NOW, THEREFORE, We Motorola. Inc.
as Principal, and Seaboard Surety Company
as Surety, are held firmly bound unto the City of Newport Beach, in the sum of
ONE HUNDRED FIFTEEN THOUSAND FOUR HUNDRED TEN Dollars ($115.410.00 ),
said sum being one -half of the estimated amount payable by the City of Newport Beach
under the terms of the contract, for which payment well and truly to be made we bind
ourselves, our heirs, executors and administrators, successors, or assigns, jointly and
severally, firmly by these presents.
THE CONDITION OF THIS OBLIGATION IS SUCH, that if the above bounden Principal or
his subcontractors, fail to pay for any materials, provisions, provender, or other
supplies or teams, used in, upon, for, or about the performance of the work contracted
to be done, or for any other work or labor thereon of any kind or for amounts due
under the Unemployment Insurance Code with respect to such work or labor, that the
Surety or Sureties will pay for the same, in an amount not exceeding the sum specified
in the bond, and also, in case suit is brought upon the bond, a reasonable attorney's
fee, to be fixed by the Court as required by the provisions of Section 3250 of the
Civil Code of the State of California.
This bond shall inure to the benefit of any and all persons, companies, and
corporations entitled to file claims under Section 3181 of the California Civil Code
so as to give a right of action to them or their assigns in any suit brought upon
0 0
Payment Bond (Continued)
Page 10
this bond, as required by the Provisions of Sections 3247 et. seq. of the Civil Code of
the State of California.
And said Surety, for value received, hereby stipulates and agrees that no change,
extension of time, alterations or additions to the terms of the contract or to the
work to be performed thereunder or the specifications accompanying the same shall in
any wise affect its obligations on this bond, and it does hereby waive notice of any
such change, extension of time, alterations or additions to the terms of the contract
or to the work or to the specifications,
In the event that any principal above named executed this bond as an individual,
it is agreed that the death of any such principal shall not exonerate the Surety from
its obligations under this bond.
IN WITNESS WHEREOF, this instrument has been duly executed by the Principal and
Surety above named, on the loth day of May , 19 82
Approved as to form:
1�
City Attorney
Motorola, Inc. (Seal)
Name of Contractor Principal
—president
A3thorized Signatur6 antl. Title
Authorized Signature and Title
(Seal)
Name of Surety
Address of Surety
Signature and Title of Authorized Agent
Address of Agent
Telephone No. of Agent
ttfied copy St u7.�lin �1ml.- `" (r,C!\Ils.�•
8982 1Ncw Yolity., NFw Yo"
POWER OF ATTORNEY
NOW ALL MEN BY THESE PRESENTS: That 5EAl1OARU SURD.TY CO.mrANY, a corporation of the State'
New York, has made, constiftiNxt gild anointed and by these presents does make, constitute and appoint T. F. Clabots .
r R.J. Hyde or H.R, ffuttmel or David T. Pkers or John F. Sptxie or John $. Phinney or G, Peter=
Chicago, Illialois
s true and lawful Attomeyin -Fact, to make, execute and deliver on its behalf insttreace policies, surety bonds, undo)
,kings and other instruments of similar nature as follows: k!ithout "LizitationS
Hach insurance policies, surety bonds, undertekdngs and fnstrummts for said purNses, when duly executed lay the aforesaii
ttoroey -in -Fact, shadl be binding upon the said Company as fully and to the same extent as if signed by the duty authorized officer
t the Company and sealed with its corporate .tai; and all the acts of said AttorneyinFact, pursuant to the authority hcreb;
iveo, are hereby ratified and confirmed.
'his appointment is made pursuant to the following By -Laws which were duly adopted by the Board of Directors of the said Comp
arty, on December 8th, 1937, with Amendments to and including April 6, 19PS and are still in full force and effect:
JUNE V11, SECTION 7
"Palle His, bonds, raeog>bunces, st;pclations, �eorsentr of surety, wtderwriting andertaasngs. and instrument: relating thereto.
asaraote policies, bonds, recognizances, stipulatiom, consorts of surety and undtrn'riting mtderiaWngs of the Company, and rettcses, agreements u
Over writings rtlating in any tray thereto or to any eiatm or loss thereunder, shall be signed in the name and on behalf of the Company
(a) by the Cbaircnatt of the Board, the Proldrnt, a Vice President or a Resident Viet PrtWenr and by the Secretary, an Assistant 9ecretar:
Resident Secretary or a Resident Assistant Secretary; or (b) by an Auorneyfn -Fact for the Company appointed and authorized by the Chat
can of the Board, the President or a Vice President to make such signature: or (c) by such other officers or rcpreseaffitfwtp as the Board cu
ram Stine to tiers determine,
The Seal of the Cernpany shall If appropriate be affixed thereto by any each officer, Attorney -fr -Fact or repretaauative." -
IN WITNESS WHEREOF, SEABOARD SURETY COMPANY has caused these presclits to be signed by one of its Vir3
Presidents, and itscorporate seal to be. hereunto affixed and duly attested by one of its Assistant Seercuiries, this .....�STw....,...
Iny of ... ;.,,...... P4913--t ..... ......... 19...8,0, .
West; SEABOARD SURETY COMPANY,
AnitA J. tea=d ,....... .., ............. 1L'Kiers'rt ............... .. ...
' etant Secretary Yitx- Preudf
iTATE OF NEW YORK
ZflUN'f'Y OF NEW YORK � ss.:
Nthis ........ �t .......:........ day of ....... ........... ;.........::...,...' t...,...... SG 8�,...... before me rSons.? appear.
.,.......,...FI..x'... z . ................... ... ......I..............,,,.....,, a Vice•Presidant of SEABOARD SURETY COMPAN
" with WIWI I am personally acgwainted, who, being be me duty sworn, said that he resides in the State of ... NeW..Y X:k ..............
diet he is a Vice - President of SEABOARD SURETY COMPANY, the corporation described in and which executed the (of
Vinstrument; that be knows the corporate seal of the said Company; that the sail affixed to said instrument is such corport
seal; that it teas so affixed by order of the Board of Directors of said Company; and that he signed his name thereto as Vit
. President of said Company by like authority..
State of New Y=k i
No. oIW8468870 (Aialifit?d,in Iticlttrand Ctxlnty
t
Of tificate filed in New Yo& County
(Seal) Commission aTires f'lar: h 30, 1982 ............... .. ...,,,......,....,.,......
Notary Pill
CERTIFIICATZ
1, the undersigned Assistant Secretary or 5EA9OARD SURETY Corm,'.%`)' do hereby wrfify that the oregl++al Puwer of Attorney of ,cif
tie foresom is a full, true and correct cep)•, is in full force ami effect of tltu eLnr of this Certificate and I do funhar rcnifv that the Vice Pruid
who exnutM the said Pulver of Attorney teas ouc of the 05iccr4 aothmiaed by the Itwar,l of Dircc(crs to appoint an auonmyi+ -fart Ss pro idcd
Ank)c I'll, Srvicn 1, of lilt- By1.a1is of SP.ABOAP)) SL'hF.TY LONPA )',
This Cerlifirate map be %;Snrd and sealed by fatttwilc nnulcr end by auth,nity of the following rceolltilon nr the Board of Vircciors of SE
BOARD WRETV LoIiPANY at R nectiou duly ralhVl amt held of T1to 21f1h dnv of June 1978.
'RESOLVED: (2) That tilt- use of a ptiutal f"Aluilc of tilt' eoel-orute seal nn 11K, cumlxtny r,nd nit tilt Agnacurr of an Assistanl Secret'
ua any certifirttfion of the cornbtro of a Dopy of an irnstranhvl tareured by fhc Pre,idrot ,m a Fire- Prr�hkjn purr17,t1t1 to Ariich: 1 -I 1, Vin(
I, of the Bylao's appointing atal authorizing an atiurnry•iii-fad to plot in tilt• nwme affil on bcbaff of the company surety bonds, umdnttrd
mtden0h,gs or other instrc+menti di:Kribcd ht said Article V11, Secticpt f, tcith like eRatt a5 if shit Brat and iuch silonalum had bceu manu;
affixed and mule, herrby IS awhurivcd and approved,"
iN WITNESS WHEREOF, f have hrrvillito sct mi• hand and affixed the corporate seal of the Ctnnpany to these presents i
10th.... day of .... r�?�r ...... ............................... .................
uA
e °• •co ... .....rP .......
•t' S.�� �a�llt. SIti TI
N# 1927 17C
arNE'aA - Fan es7 tits J
. .— .. —. w.. r. ... .v`�9' -.'•e - ... 'n' ._.:Jji,�y,.... ..._x.Q'i .. ._. .si�M��.. tea. ..v*Sit•._ r ... ..:r. +�"�vi2'�
. 1 • Page 11
FAITHFUL PERFORMANCE BOND
KNOW ALL MEN BY THESE PRESENTS, That
WHEREAS, the City Council of the City of Newport Beach, State of California, by
motion adopted May 10, 1982
has awarded to Motorola, Inc.
hereinafter designated as the "Principal ", a contract for Furnish and Install
Communications Equipment Emergency Communications Center (C-2335)
in the City of Newport Beach, in strict conformity with the Drawings and Specifications
and other contract documents on file in the office of the City Clerk of the City of
Newport Beach;
WHEREAS, said Principal has executed or is about to execute said contract and.the
terms thereof require the furnishing of a bond for the faithful performance of said
contract;
NOW, THEREFORE, We, Motorola, Inc.
as Principal, and Seaboard surety Ccmpany
as Surety, are held and firmly bound unto the City of Newport Beach, in the sum of
ONE HUNDRED FIFTEEN THOUSAND FOUR HUNDRED TEN Dollars ($115.410.00 ),
said sum being equal to 100% of the estimated amount of the contract, to be paid to
the said City or its certain attorney, its successors, and assigns; for which payment
well and truly to be made, we bind ourselves, our heirs, executors and administrators,
successors or assigns, jointly and severally, firmly by these presents.
THE CONDITION OF THIS OBLIGATION IS SUCH, that if the above bounden Principal,
his or its heirs, executors, administrators, successors, or assigns, shall in all
things stand to and abide by, and well and truly keep and perform the covenants, con-
ditions, and agreements in the said contract and any alteration thereof made as therein
provided on his or their part, to be kept and performed at the time and in the manner
therein specified, and in all respects according to their true intent and meaning, and
shall.indemnify and save harmless the City of Newport Beach, its officers and agents,
as therein stipulated, then this obligation shall become null and void; otherwise it
shall remain in full force and virtue.
And said Surety, for value received, hereby stipulates and agrees that no change,
extension of time, alterations or additions to the terms of the contract or to the
work to be performed thereunder or to the specifications accompanying the same shall
in any wise affect its obligations on this bond, and it does hereby waive notice
•
Faithful Performance Bond (Continued)
• Page 12
of any such change, extension of time, alterations or additions to the terms of the
contract or to the work or to the specifications.
In the event that any principal above named executed this bond as an individual,
it is agreed that the death of any such principal shall not exonerate the Surety from
its obligations under this bond.
IN WITNESS WHEREOF, this instrument has been duly executed by the Principal and
Surety above named, on the 10th day of May 19 82
Approved as to form:
City Attorney
Inc. (Seal)
Name of Contractor (Principal)
Vice- President"
authorized Signature and Titre
Authorized Signature and Title
(Seal)
Name of Surety
Address of Surety
Signature and •Title of Authorized Agent
Address of Agent
Telephone No. of Agent
MM
tiFAd Copy
8982 ' Year Yuetx, NEw Yoralc
POWER OF ATTORNEY
iVOW ALL MEN 113Y THESE PRESENTS: That SEA110ARD SURETY COMPANY, a corporation of the State'
New York, has trade, ccmaiwbxf acid alllx+inttd and by these. presents does make, constitute and appoint T. F. ClabotS '
r R.J. Hyde or W.R. fitatrnel or David T. Pkers or John F. SpLar a or John F. Phinney or G, Petersor
Chicago, Illinois
s true and lawful Attorney -in -Fact, to make, execute and deliver on its bebalf insurance policies, surety bonds, under!
kings sad other instruments of similar nature as rotiotvs: mulout Itirltitations
tfch insurance policies, surety bonds, undertakings and instruments for said purposes, when duly executed by the aforessid
ttoraey- in -Faot, shall be binding upon the said Company as fully and to the same extent as if signed by the duly authorized officer
f the Company and sealed with its corporate leaf; and all the acts of said Atinrney -in Fact, pursuant to the authority hcreb;
iven, are hereby ratified and confirmed.
'his appointment is made Pursuant to the following By -Laces which we" dull, adopted by the Bosrd of Directors of the said Comi
any on December 8th, 1927, xith Amendments to and including April ft. 19;8 and are still in full force and effect:
,RTTCLE VIE, SECTION t:
"Policies, bonds, reeogrtiaances, 94uUtioas, cor-oeats of surety, underwriting undertakings and inrtsysnants retac8ig theeete.
asuraaee pol-;cer, bonds, recegnizances, stipulations, consents of surety and underwriting mrdcrukinp of the Company, and releases, agreements u
'thee v.Things relating in any tray thereto or to any clains or loss thereunder, slsatl be signed in the name and on behalf of the Company,
(a) by the Q:airman of the Board, the Presidmt, a Vice President or a Resident Vice President and by the Secretary, an Assistant Secretar
Resident Secretary or a Resident Assistant Secretary; or (b) by an Attartey -in -Fact for the Comt,any appointed and authorized by the Chat
own of the Board. the President or a Vice President to make wch signature: or (c) by such other officers or rcpresenlafi•es as the Heard ou
rum time to dove determine.
The seat of the Company shall if appropriate be aiFxed thereto by any such officer, Attorney -fn -Fact or represmta5ve."
IN WITNESS WHEREOF, SEABOARD SURETY COMPANY has caused these presents to be signed by one of its Vii
Presidents, and its corporate seal to be. hereunto affixed and duly attested by one of its Assistant Secretaries, this ..,,,lE�........
lay of ..... , .....Au,7us' .............. »„ ....... 19...$0.
Aueat SEABOARD SURETY COMPANY,
Anita J. LeoVazd ..................•..,..•. $y,...,... »R'T' GlzxiersE�t.,....,.....,,...
fssfsant Secretary Yisx- Freud(
STATE OF NEW YORK I ss.
-OUNTY OF NEW YORK :
Jut this ........!'.t ................ day of .....,.. ............,..,..,..........!' t.....,.. ......,......................., f9 80,...... before me rsonally appear
,. .... ,,,.1...... gH, ttC ) ............................. •. ......................... a Vice-president of SEABOARD SURETY COMP X,'
with wNifit f am personally acquainted, who, being by me duly Mom, said that ht resides in the State of ...NEW..Xork ...............
that he is a Vice- President of SEABOARD SURETY COMPANY, the corporation described in and which executed the fol
going instrument; that he knows the corporate seal of the said Company; that the seal affixed to said instrument is such corporf
iteal; that it was so affixed by order of the Board of Directors of said Company;'and that he sigrcd his name thereto as Pit
President of said Company by like authority.
State of New Ywk t
No. olgU84138870 QuaLified in Richmond County. {
Certificate `filed in New Yo&, Cvlulty
(Seal) Coiruii,ssicin Mtpires flarch 30, 1982 t?te..
...............4....., 4 .....
,,...........,.,.....
Notary Pttf
CERTIFICATE
1, tltc undersigned Assislattt Secretary of SEABtJ : \RD SL'RE7Y CD)tE' ; \X]' du hereby nrtity fhnt the origuyzl Putrrr of Attorney of fit)
the foregn. is a full. lout and correct mpy, is in full force awl tffttt of the A.Ir of this Cersilicute and f du further comity that tilt Vitt Pruid
who eaecutM the said Pulver of Atifirety teas out of the Officers aoth;sriacd hr cite Ituard of iliret(ors to appoint an attontey -in -fact u provided
Ankle VII, Section 1, of iiic Byl.ans of SRABOAY.1) SLXF.TY c:f)MPA.N ;1`.
This Certificate mar he sieved and scaled by fusiudic muter and by aultwrity of file followiuc rcii0ition of the Board of Directors of $B
BOARD SUfiETV COM CA \Y at a uwctinu duty c+dti•rl and hcltl at die 28th day or !tine 1918.
RESOLVI?t): (2) flint tilt, use of a lirfmcd fac,indli• of the earl,nrute teat in 9K• cuoilxiny mid of the signaturr of an Assistant Stern
tin any certifirMion of the enrrectness of a copy, of an in5sranuvt exreu(otl by lite Pre,,idetit or a fire - President lwratrnui to Anitic \'It, Sect
1, of the 87•IAWF aptainiiiq real nullinrizina an ollu +'ncy lit -faM to r.ittts in tln• ram.• and on brludf of the rmnpany surety hrntds, undcnrt,f
tntderlakuip or other indrunnnis do ribed is said Aniete -VII, Scellrns 1, mitt+ like cAtxt. as if melt scat aikl such sifcnaturc had been manW
affixed and made, hereby its aothurired and appruved,' _
f
IN WITNESS WHEREOF, f have hrr,•tnttu sct fill, hand aild affixetl tht: cnrlxirate seal of the Crnnpmy to ihrsc presents ]
.b.
1927
W
J
10th day of .,..X.....,..,..
................... ...
` .�lssis[. Setrl
D ^nR0 25 (1 79)
NAME AND ADDRESS OF AGENCY
COMPANIES AFFORDING COVERAGES
Rollins Burdick Hunter Co.
iftificate
o`t "IMUranc
10 S. Riverside Plaza
! • •
" H6
CERTIFICATE jSSI�ED AS A!dAATTER INFORMATION
: -ONLY,AND:CONFFRSY±Siu'RIGNLS
PDN$f11ESER7iFJCA
Chicago, IL 60606
... IGITCOTrt
zAf"
4` LC <'N/1T:'GYCNn3CYTCMIr�%14�YITCO
TYC Y'/1YCCGf`C +=etCf.OnCT iLViY' YCaLf�ri
4 3H
/VGt'RrG'cn�4C•Y.WS''$fJ^'.: �'�I .- a
D ^nR0 25 (1 79)
NAME AND ADDRESS OF AGENCY
COMPANIES AFFORDING COVERAGES
Rollins Burdick Hunter Co.
10 S. Riverside Plaza
coMPANY
A Zurich Insurance
LETTER Co.
Chicago, IL 60606
COMPANY
LETTER Lj
>_
NAME AND aOORESS OF INSURED
Motorola, Inc. & Its Divisions
COMPANY'
LETTER
COMPANY D
& Subsidiary Companies
1303 E. Algonquin Rd.
LETTER
COMPANY
Schaumburg, IL 60196
_
LETTER E
This is to certify that policies of insurance listed below have been issued to the insured named above and are info at this time. Notwithstanding any reQUirement, term or condition r;
of any contract or other document with respect to which this certificate may be issued or may pertain, the insurance afforded by the policies described herein is subject to all the
terms. exclusions and conditions of such policies.
Limits of Liability in Thot. E
COMPANY
LETTER
TYPEOF INSURANCE
POLICY NUMBER
POLICY
EXPIRATION DATE
EACH
AGGREGATE
OCCURRENCE
GENERAL LIABILITY
BODILY INJURY
E 1,000
E 1,000 _
A
89 -54 -784
7/1/84
COMPREHENSIVE FORM
PREMISES — OPERATIONS
PROPERTY DAMAGE
E 1,000
E 1,000
E %PLOSION AND COLLAPSE
HAZARD
�.
UNDERGROUND HAZARD
PRODUCTSrCOMPLETED
OPERATIONS HAZARD
BODILY INJURY AND
CONFIRACTUAL INSURANCE
PROPERTY DAMAGE
E
E
BROAD FORM PROPERTY
COMBINED
DAMAGE
i:.
INDEPENDENT CONTRACTORS
PERSONAL INJURY
E
ERS nc01.L anket
Vendor's Coverage
AUTOMOBILE LIABILITY
BODILY INJURY
E
`;
A
57 -96 -957
7/1/84
(EACH PERSON)
COMPREHENSIVE FORM
BODILY INJURY
E
(EACH ACCIDENT)
OWNED
HIRED
PROPERTY DAMAGE
E
�
BODILY INJURY AND
PROPERTY DAMAGE
E 1,000
NONAOWNEO
�y
COMBINED
EXCESS LIABILITY
BODILY INJURY AND
❑ UMBRELLA FORM
PROPERTY DAMAGE
E
E
OTHER THAN UMBRELLA
COMBINED
FORM
A
WORN ERS'COM PENSATION
27 -10 -973
7/1/84
STATUTORY :.
f
and
- 500
EMPLOYERS' LIABILITY
E
(E<HACODE.+ `
OTHER
i
DESCRIPTION OF OPERATIONSAOCATIONSNEHICLES
Radio and Electronics Installation and
Maintenance
-_
United States and Canada
Cancellation: Should anv of the above descritUd policies be cancelled before the expiration date thereof, th )e�gyQn},-
i n notice to the below named certificate holder, dI
mall SU I p kill t 1 0 ,any a 1„ 11 -11
NAME ANDADDRESS OF CERTIFICATE HOLDER:
May 5, 7:982
City of Newport Beach
HUNTER CO.
3300 Newport Boulevard
i II
BY. C11 6J
Newport Beach, Ca. 92663
V
AUTHORIZED REPRESENTATIVE
D ^nR0 25 (1 79)
City of Newport Beach
3300 Newport Boulevard
Newport Beach, CA 92663
NAME AND ADDRESS OF INSURED
• CERTIFICATE OF INSURANCE •
INSURANCE COMPANIES
Company A
Letter
Company B
Letter
Company C
Letter
Company D
Letter
Company E
1 attar
Page 13
This is to certify that policies of insurance listed below have been issued to the insured named
above and are in force at this time, including attached endorsement(s).
NOTE: The Comprehensive General Liability and Automotive Liability policies are endorsed
with the attached City of Newport Beach Endorsements.
CANCELLATION: Should any of the above described policies be cancelled or coverage reduced
before the expiration date thereof, the Insurance Company affording coverage
shall provide 30 days' advance notice to the City of Newport Beach by
registered mail, attention: Public Works Department.
By: Agency:
Authorized Representative
Date Issued
Description of operations /locations /vehicles: All operations performed for the City of Newport
Beach by or on behalf of the named insured in connection with the following designated contract:
Furnish and Install Communications Equipment (C -2325)
Project Title and Contract Number
NOTICE: This certificate or verification of insurance is not an insurance policy and does not
amend, extend or alter the coverage afforded by the policies listed herein. Notwith-
standing any requirement, term, or condition of any contract or other document with
respect to which this certificate or verification of insurance may be issued or may
pertain, the insurance afforded by the policies described herein is subject to all
the terms, exclusions and conditions of such policies, including attached endorsements.
1.31
Policy
LIMITS OF LIABILITY
IN THOUSANDS
000
COMPANY
LETTER
TYPES OF INSURANCE
COVERAGE REQUIRED
Policy
No.
Exp,
Date
Each
g. ro uc s/
Completed
Occurrence
Operations
GENERAL LIABILITY
x Comprehensive Form
Bodily Injury
$
$
-
x Premises - Operations
Property Damage
$
$
X Explosion & Collapse Hazard
x Underground Hazard
x Products /Completed Operations
Bodily Injury
Hazard
and Property
x Contractual Insurance
Damage Combined
$
$
x Broad Form Property Damage
x Independent Contractors
x Personal Injury
Marine
Personal Injury
$
Aviation
AUTOMOTIVE LIABILITY
Comprehensive Form
Bodily Injury
(Each Person
$
Owned
$
o i y n7ury
Each Occurrence
❑x Hired
Pro ert Damage
❑x Non -owned
Bodily njury and
Property Damage
Combined
$
EXCESS LIABILITY
❑ Umbrella Form
Bodily Injury
❑ Other than Umbrella Form
and Property
Damage Combined
$
$
WORKERS' COMPENSATION
Statutory
and
EMPLOYER'S LIABILITY
ac
Accident)
NOTE: The Comprehensive General Liability and Automotive Liability policies are endorsed
with the attached City of Newport Beach Endorsements.
CANCELLATION: Should any of the above described policies be cancelled or coverage reduced
before the expiration date thereof, the Insurance Company affording coverage
shall provide 30 days' advance notice to the City of Newport Beach by
registered mail, attention: Public Works Department.
By: Agency:
Authorized Representative
Date Issued
Description of operations /locations /vehicles: All operations performed for the City of Newport
Beach by or on behalf of the named insured in connection with the following designated contract:
Furnish and Install Communications Equipment (C -2325)
Project Title and Contract Number
NOTICE: This certificate or verification of insurance is not an insurance policy and does not
amend, extend or alter the coverage afforded by the policies listed herein. Notwith-
standing any requirement, term, or condition of any contract or other document with
respect to which this certificate or verification of insurance may be issued or may
pertain, the insurance afforded by the policies described herein is subject to all
the terms, exclusions and conditions of such policies, including attached endorsements.
1.31
• • Page 14
CITY OF NEWPORT BEACH
AUTOMOTIVE LIABILITY INSURANCE ENDORSEMENT
It is agreed that:
1. With respect to such insurance as is afforded by the policy for Bodily Injury and
Property Damage Liability, the City of Newport Beach, its officers and employees are
additional insureds but only with respect to liability for damages arising out of
the ownership, maintenance or use of automobiles (or autos) used by or on behalf of
the named insured in connection with the contract designated below. The insurance
extended by this endorsement to said additional insured does not apply to bodily
injury or property damage arising out of automobiles (1) owned by or registered in
the name of an additional insured, or (2) leased or rented by an additional insured,
or (3) operated by an additional insured. The insurance afforded the additional
named insured(s) shall apply as primary insurance and no other insurance maintained
by the City of Newport Beach will be called upon to contribute with insurance
provided by this policy.
2. The policy includes the following provision:.
"The insurance afforded by the policy applies separately to each insured
who is seeking coverage or against whom a claim is made or suit is brought,
except with respect to the limits of the Insurance Company's liability."
3. The limits of liability under this endorsement for the additional insureds named in
paragraph 1 of this endorsement shall be the limits indicated below for either Multi-
ple Limits or Single Limit, whichever is indicated by the letter X in the appropriate
box.
( ) Multiple Limits
Bodily Injury Liability
Property Damage Liability
( .) Single Limit
Bodily Injury Liability
and
Property Damage Liability
Combined
each occurrence
ch occurrence
$ each occurrence
The limits of liability as stated in paragraph 3 of this endorsement shall not in-
crease the total liability of the Insurance Company for all damages as the result of
any one accident or occurrence in excess of the limits of Liability stated in the
policy as applicable to Automobile Liability Insurance.
4. Should the policy be cancelled or coverage reduced before the expiration date thereof,
the Insurance Company shall provide 30 days' advance notice to the City of Newport
Beach by registered mail, Attention: Public Works Department.
5. Designated Contract:
This endorsement is effective
Policy No.
1 Communications
ea
C -2325
at 12:01 A.M. and forms a part of
Named Insured Endorsement No.
Name of Insurance Company By
Authorized Representative
. . Page 15
CITY OF NEWPORT BEACH
COMPREHENSIVE GENERAL LIABILITY INSURANCE ENDORSEMENT
It is agreed that:
1. With respect to such insurance as is afforded by the policy for Comprehensive General
Liability, the City of Newport Beach, its officers and employees are additional in-
sureds but only with respect to liability, arising out of operations performed by or on
behalf the named insured in connection with the contract designated below or acts
and omissions of the City of Newport Beach in connection with its general supervision
of such operations. The insurance afforded said additional insured shall apply as
primary insurance and no other insurance maintained by the City of Newport Beach will
be called upon to contribute with insurance provided by this policy.
2. The policy includes the following provision:
"The insurance afforded by the policy applies separately to each insured against
whom claim is made or suit is brought, except with respect to the limits of the
Insurance Company's liability."
3._ The insurance afforded by the policy for Contractual Liability Insurance (subject to
the terms, conditions and exclusions applicable to such insurance) includes liability
assumed by the named insured under the indemnification or hold harmless provision con-
tained in the written contract, designated below, between the named insured and the
City of Newport Beach.,
4. With respect to such insurance as is afforded by this policy, the exclusions, if any,
pertaining to the explosion hazard, collapse hazard and underground property hazard
(commonly referred to as "XCU "hazards) are deleted.
5. The limits of liability under this endorsement for the additional insured named in
paragraph I of this endorsement shall be the limits indicated below for either Multiple
Limits or Single Limit, whichever is indicated by the letter X in the appropriate box.
( ) Multiple Limits
Bodily Injury Liability $ each occurrence
Property Damage Liability $
( ) Single Limit
Bodily Injury Liability
and
Property Damage Liability
Combined
each occurrence
each occurrence
The applicable limit of the Insurance Company's liability for the insurance afforded
for contractual liability shall be reduced by any amount paid as damages under this
endorsement in behalf of the additional insureds.
The limits of liability as stated in this endorsement shall not increase the total
liability of the Insurance Company for all damages as the result of any one occurrence
in excess of the limits of liability stated in the policy as applicable to Comprehen-
sive General Liability Insurance.
6. Should the policy be cancelled or coverage reduced before the expiration date thereof,
the Insurance Company shall provide 30 days' advance notice to the City of Newport
Beach by registered mail, Attention: Public Works Department
7. Designated Contract: nd I tall Communications E ui ment C -2325
Project Title and Contract No.
This endorsement is effective at 12:01 A.M. and forms a part of
Policy No.
Named Insured
Endorsement No.
Name of Insurance Company By
Authorized Representative
F
CONTRACT
Page 16
THIS AGREEMENT, entered into this day of 19,
by and between the CITY OF NEWPORT BEACH, hereinafter "City, nd
Motorola, Inc. , hereinafter "Contractor, s made with
reference to the following facts:
(a) City has
described public work::
Witte
heretofore advertised for bids for the following
nications Equipment 2325
!ct Contract No.
(b) Contractor has been determined by City to.be the lowest responsi-
ble bidder on said public work; and Contractor's bid, and the compensation set
forth in this contract, is based upon a careful examination of all plans and
specifications by Contractor,
NOW, THEREFORE, the parties hereto agree as follows:
1. Contractor shall furnish all materials and perform all of the work
for the construction of the following described public work:
Furnish and Install Communications Equipment * 2325
Title of Project "n tract No.
which project.is more fully described in the contract documents. Contractor
shall perform and complete this work in a good and workmanlike manner, and in
accordance with all of the contract documents.
2. As full compensation for the performance and completion of this
work as prescribed above, City shall pay to Contractor the sum of ONE HUNDRED
FIFTEEN THOUSAND FOUR HUNDRED TEN - - -($ 115,410.00 ).
This com ensation includes 1 any loss or damage arising from the nature o the
work;'(2� any loss or damage arising from any unforeseen difficulties or obstruc-
tions in the performance of the work; (3) any expense incurred as a result of any
suspension or discontinuance of the work; but excludes any loss resulting from
earthquakes of a magnitude in excess of 3.5 on the Richter Scale and tidal waves,
and which loss or expense occurs prior to acceptance of the work by City.
3. All of the respective rights and obligations of City and Contractor
are set forth in the contract documents. The contract documents are incorporated
herein by reference as though set out in full and include the following:
(a) Notice Inviting Bids
(b) Instruction to Bidders and documents referenced therein **
(c) Payment Bond
(d) Faithful Performance Bond
(e) Certificate of Insurance and endorsement(s)
* Refer to attached equipment and installation list for final
contract quantity and ices.
** Includes console and Xi5o specifications
• Page 17
(f) Plans and Special Provisions for Furnish and Install
Communications Equipment 2325
Title of Project Contract No.
(g) This Contract.
4. Contractor shall assume the defense of, and indemnify and hold ,
harmless, City and its officers, employees and representatives from all claims,
loss or damage, except such loss or damage proximiately caused by the sole
negligence of City or its officers, employees and representatives.
'IN WITNESS WHEREOF, the parties hereto have caused this contract to
be executed the day and year first above written.
ATTEST:
City Clerk
APPROVED AS TO FORM:
City Attor6ey
CITY OF NEWPORT BEACH
1
Motorola, Inc.
gy t4Contractor
47
It Vice— President
By
Its
CITY
CONTRACTOR
0 0
ADDENDUM #1
Equipment and Price list
QUANTITY
ITEM
UNIT PRICE
TOTAL PRICE
1
Police Console #1
$13,407
$13,407
I
Telephone Console #2
12,759
12,759
1
Fire Console #3
12,430
12,430
1
Supervisor's Console #4
13,206
13,206
Install Console & Cabling
19,610
19,610
3
Remount & Install Maps
1,520
4,560
1
Programming Paging Encoder
2,832
2,832
1
EOC Console
9,543
9,543
1
EOC Consolette
5,479
5,479
3
Telephone Type Remotes
758
2,274
1
UHF Base Station & Antenna
3,127
3,727
Install Base Station & Antenna
749
749
Furnish Cabinet, Mount
Comparators
1,266
1,266
Fire Satellite Receiver
System
4,546
4,546
Back -up Battery Supply
278
278
Card Slot Map Status Displays.
3,418
3,418
SUB TOTAL
$110,084
TAX
5,326
CONTRACT TOTAL
$115,410
This equipment and price list provides for all the necessary items
and installation to be included in the contract between the City
of Newport Beach and Motorola, Inc. All equipment and installation
as listed shall meet the requirements of the City's Console and
Radio Specifications and provide a completely operational system
as stated in section 2.3 of the Specifications.
TCI 199
•
11
0
0 9
CONSOLE AND RADIO SPECIFICATIONS
FOR
THE CITY OF NEWPORT BEACH
EMERGENCY COMMUNICATIONS CENTER
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1.
2.
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TABLE OF CONTENTS
INTRODUCTION
GENERAL TERMS AND CONDITIONS
0
1 -1
2 -1
2.1
INTRODUCTION
2 -1
2.2
TURNKEY SYSTEM
2 -1
2.3
SYSTEM COMPLETENESS
2 -2
2.4
EQUIPMENT OFFERING
2 -2
2.5
DOCUMENTATION
2-2
2.6
LIST OF USERS
2 -3
2.7
BID SAMPLES
2 -3
2.8
TRAINING
2 -3
2.9
PERMITS AND LICENSING
2 -4
2.10
INSTALLATION
2 -4
2.11
SITE EXAMINATION
2 -4
2.12
WARRANTY
2 -4
2.13
MAINTENANCE AND REPAIR
2 -5
2.14
PARTS
2 -5
2.15
BIDDER QUALIFICATIONS
2 -5
2.16
BID SIGNATURE
2 -6
2.17
EXCEPTIONS
2 -6
2.18
TERMS OF PAYMENT
2 -6
2.19
2.20
DELIVERY
INSURANCE
2 -7
2 -7
2.21
SYSTEM ACCEPTANCE
2 -7
2.22
BID AWARD CRITERIA
2 -8
2.23
QUANTITIES TO BE BID; DELETIONS
2 -8
2.24
CITY AND CONTRACTOR RESPONSIBILITIES
2 -10
3. DISPATCH SYSTEM DESCRIPTION
3 -1
3.1
THE FACILITY
3 -1
3.2
THE SYSTEM
3 -2
3.3
RADIO CHANNELS
3 -3
3.4
CONSOLE FEATURES
3 -8
3.5
TRANSMITTER CONTROL; ORANGE COUNTY FORMAT
3 -11
4. TECHNICAL SPECIFICATIONS
4 -1
4.1
CONSOLE EQUIPMENT SPECIFICATIONS
4 -1
4.1.1 GENERAL
4 -1
4.1.2 PHYSICAL DESCRIPTION
4 -1
4.1.3 CONSOLE ELECTRONICS
4 -2
4.1.4 CONSOLE FUNCTIONS
4 -5
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4.2
CONSOLETTE EQUIPMENT SPECIFICATIONS
4 -9
4.2.1
GENERAL
4 -9
4.2.2
PHYSICAL DESCRIPTION
4 -9
4.2.3
CONSOLETTE ELECTRONICS
4 -9
4.2.4
CONSOLETTE FUNCTIONS
4 -11
4.3
REMOTE
CONTROL SPECIFICATIONS (DESK -SET)
4 -13
4.3.1
GENERAL
4 -13
4.3.2
PHYSICAL DESCRIPTION
4 -13
4.3.3
ELECTRONICS
4 -13
4.4
RADIO
EQUIPMENT SPECIFICATIONS -- MOBILE RELAY
(450 -470 MHz)
4 -14
4.4.1
GENERAL
4 -14
4.4.2
TRANSMITTER SPECIFICATIONS
4 -17
4.4.3
RECEIVER SPECIFICATIONS
4 -19
4.4.4
ANTENNA AND FEEDLINE
4 -20
4.5
RECEIVER VOTING SYSTEM -- FIRE FREQUENCY 1
4 -21
4.5.1
VOTING SELECTOR
4 -21
4.5.2
RECEIVERS
4 -22
4.5.3
SELECTOR TECHNICAL SPECIFICATIONS
4 -23
4.5.4
TONE NOTCH FILTERS
4 -24
4.5.5
ALARM
4 -24
4.5.6
SATELLITE RECEIVERS
4 -24
4.6
PAGING ENCODER SPECIFICATIONS
4 -27
FIGURE 1
SUGGESTED ECC LAYOUT
TABLE
1
CONSOLE REQUIREMENTS
TABLE
2
CONSOLE RADIO CHANNELS
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1. INTRODUCTION
•
This specification covers new console and related equipment, a
satellite receiver system, and a backup base station for the
Emergency Communications Center (ECC) -- which is the Newport Beach
Police and Fire Dispatch Center and Emergency Operations Center
(EOC). This specification sets forth the requirements for the
purchase and installation of new equipment for the City. It is
desired to find and execute a contract with a supplier of hardware
for all key items and equipment needed, for the installation and
check -out of this equipment, and for system responsibility for the
satisfactory operation of this equipment. The ECC and EOC are
physically located in the Newport Beach Police Department; the ECC
will serve as the 911 Public - Safety Answering Point (early in 1982)
as well as the Police Dispatch Center and the Fire Dispatch Center.
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2. GENERAL TERMS AND CONDITIONS
2.1 INTRODUCTION
0
The intent of these specifications is to define the operational
and equipment requirements necessary for implementation and operation
of the ECC and EOC in a manner that is totally responsive to the
needs of the users. These specifications do not include any proprie-
tary items, circuits, or devices which might preclude any communica-
tions equipment manufacturer from producing equipment to meet these
specifications. All technical tolerances, ratings, and performance
criteria contained within these specifications are considered to be
written within the current state of the electronics art that is
currently being met by commercially available equipment. (The fact
that a manufacturer chooses not to produce equipment to meet these
specifications will not be considered sufficient cause to adjudge
these specifications as being restrictive.) Any reference to one
manufacturer's equipment is for descriptive purposes only as to level
of quality and functions desired and is not restrictive to that
manufacturer.
The intent of these specifications is to define quality
equipment which is dependable and capable of delivering maximum
performance with high reliability. All equipment furnished under
these specifications shall be new and shall not have been used in any
demonstration or exhibit. Overall design shall meet or exceed the
latest applicable standards of the EIA and the FCC.
2.2 TURNKEY SYSTEM
All bids shall be for the entire system, as specified, to ensure
that a complete turnkey system is bid and that nothing remains to be
purchased or supplied by the customer other than those items so
indicated. Bid award (for the turnkey system) will be made to a
single vendor who will assume total system responsibility, including
supplying, installing and performing final checkout of the equipment
and related materials that are provided under these specifications.
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2.3 SYSTEM COMPLETENESS
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These specifications may not necessarily list all equipment
required to produce a fully operational system that will satisfy the
City's requirement for an operational UHF system. It shall be the
responsibility of the bidder to verify completeness of the equipment
list and suitability of the units to meet the total requirements of
the system. Any equipment or special installations required by the
performance specifications and not specifically mentioned herein
shall be provided by the successful bidder without claim for
additional payment. It shall be understood that bid award will be
comprehensive in nature leading to a completely operational system.
2.4 EQUIPMENT OFFERING
Bidders shall offer equipment which most nearly meets the
specific details of these specifications. Any deviations must be
stated in writing by the bidder at the time of bid opening, and shall
• include an opinion as to why the deviation will render equivalent of
better performance and reliability. If no deviations are noted, the
buyer shall assume complete conformance to these specifications and
system requirements. The successful bidder will be required to
assume responsibility for all equipment offered in the bid, whether
or not the bidder produces them. The absence of specifications
regarding details implies that the best general practice will prevail
and that the successful bidder will supply bidder's high - quality,
public- safety -grade equipment. All equipment furnished shall be the
latest model available and shall be new and unused. Radio equipment
to be provided will meet or exceed all applicable EIA standards, and
all current FCC rules for the appropriate services.
2.5 DOCUMENTATION
Any and all items which are bid must have a complete model
• number, technical specification brochure including pictures and /or
other documentation which fully describes the item, or be subject to
rejection.
TCI 199 Page 2 -2 1
Each item requiring manual operation shall be represented by an
1 •operational guide or manual delivered before acceptance testing
begins. It shall be complete in detail to explain the function(s)
and order of sequence required for proper operation. Pictures with
location of function controls shall be part of this material.
Complete maintenance and service manuals shall also be delivered for
all equipment, with a minimum of three copies for each item or
subsystem.
•
2.6 LIST OF USERS
Bidder shall have supplied and installed at least three systems
of equal scope and complexity which must have been operating
satisfactorily for a minimum of three years.
Bidder must supply a list of current users of similar systems
and equipment. The list shall contain names, addresses and telephone
number of contacts. .
2.7 BID SAMPLES
Bidders shall be capable of furnishing working production
samples of equipment prior to selection of vendor. When requested,
bidder shall supply samples within ten (10) working days of the
request. Bidders will be required to perform proof of performance
testing of the samples in actual functional operation and /or under
simulated operating conditions at a location determined by the buyer.
Bidder will be required to provide all labor, tools and test
equipment necessary to perform the sample proof of performance tests,
at no cost to buyer.
2.8 TRAINING
The successful bidder will assist the City in developing and
conducting training programs to allow operating personnel to become
• knowledgeable with the systems operation and their individual
equipment, at no additional cost to buyer. The extent of such
training shall be stated in bid documentation.
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2.9 PERMITS AND LICENSING
• The City shall be responsible for obtaining all permits and
licenses required for the installation and operation of the system
and equipment.
2.10 INSTALLATION
All equipment furnished under this procurement shall be
installed in its final operational position by factory- trained/
certified technicians or installers.
The City will provide documentation or instructions regarding
site and building locations, necessary equipment, and installation
requirements.
2.11 SITE
• The City will provide detailed information and photographs of
sites for examinations by the bidder. However, bidders may wish to
make additional examinations to become thoroughly familiar with
conditions affecting supplies, equipment and installation. Failure
to make such additional investigation will not be grounds for
additional claims or for an extension of time under the contract and
will not relieve the bidder of any responsiblity for meeting all
requirements of these specifications.
2.12 WARRANTY
All equipment shall be guaranteed by the bidder for a period of
90 days against defects in design, material and workmanship. The
warranty period shall begin with installation completion and system
acceptance. Repairs arising out of claims made during this period
will cover labor and materials. Any faulty equipment which in the
opinion of the buyer is not reasonably repairable shall be replaced
• by seller as a warranty action. OPTION: The cost for one -year
TCI 199 Page 2 -4 1.
maintenance for all items delivered by bidder with 24 -hour service
• for crucial items such as consoles and base stations, and normal
working hours for mobiles and portables, shall be included in the bid
as a separate item.
2.13 MAINTENANCE AND REPAIR
The bidder shall specify and clearly state its policy and
procedure for maintenance and repair of all items delivered under a
contract resulting from this bid specification. The bidder shall
clarify provisions of maintenance and repair during and after the
first 90 -day warranty period. The bidder shall outline routine and
precautionary maintenance procedures and standard check -out
procedures which should be used by the City. The bidder shall
recommend a minimum of two companies it certifies or considers
competent to maintain all equipment furnished under this bid. These
companies must have a repair facility within 100 miles of the buyer's
location.
0 2.14 PARTS
The successful bidder shall maintain a stock of replacement
parts for each item included in bidder's offering, and shall
guarantee to make available such part(s) as may be required for a
period consistent with the life of the equipment or for a period of
not less than ten (10) yearst whichever is greater. If one of the
items or components becomes obsolete, it shall be the responsibility
of the vendor to provide a device that will appropriately replace the
defective unit if replacement parts are ordered.
2.15 BIDDER QUALIFICATIONS
Each bidder submitting a bid shall meet and include
documentation regarding the following qualifications:
• A. Bidder shall have actively engaged in the manufacture,
installation and maintenance of commercial FM two-way radio
equipment for a minimum of ten (10) years.
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• •
B. Bidder has supplied and installed a minimum of three (3)
systems of equal scope and complexity which have been
continuously operating satisfactorily for a minimum of
three (3) years. These systems shall be included on the
required list and identified.
C. In submitting a bid, the bidder certifies full
understanding of all requirements included in the
' specification for the City system and as to the nature,
scope and locations of work to be performed including the
type of equipment necessary for successful operation of
this system.
2.16 BID SIGNATURE
A bid may be signed by an agent of the bidder only if an officer
of a corporate bidder authorized to sign contracts on its behalf, or
a member of a partnership bidder, or if properly authorized by a
• power of attorney submitted to the purchaser prior to the opening of
bids or with the bid. Bids signed by agents not so authorized will
be rejected. Unsigned bids will also be rejected.
2.17 EXCEPTIONS
Any exception beyond these specifications must be stated in the
formal bid letter. Explanation must be made for each item for which
exception is taken, giving in detail the extent of the exception, and
the reason for which it is taken, in order for consideration to be
given to the bid.
2.18 TERMS OF PAYMENT
Payment terms shall be negotiated with the successful bidder.
Partial payment may be made on delivery of equipment, with the
remainder paid at the completion of successful and satisfactory
system test.
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2.19 DELIVERY
• Vendor shall state best guaranteed delivery for all items
specified in this procurement document. Delivery shall be f.o.b.
installation site.
2.20 INSURANCE
The successful bidder shall take out and maintain during the
life of the contract full insurance coverage (at least $1 million
liability).
2.21 SYSTEM ACCEPTANCE
The vendor is required to prepare a detailed integrated system
test procedure to be delivered six weeks prior to the start of
installation. The system test will utilize actual as well as test
signals. The test procedures must describe detail subsystem level
• measurements, and provide input level specifications. Approval of
the integrated system acceptance test procedure, with mutually
concurred modifications, shall be given by the City.
The integrated system acceptance test must be performed in
accordance with the test procedure in the presence of City personnel.
Any deviation in the system operation from the designed specification
or any patently infeasible operation of the system must be corrected
by the contractor. The City will approve the acceptance test only
after all required corrections or modifications have been made.
The test results progress report must document all problems
encountered in running the integrated test, corrective action taken,
and the detailed results of each test.
Acceptance of delivery of the communications equipment shall not
release the bidder from liability for faulty workmanship or materials
. appearing even after final payment has been made.
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2.22 BID AWARD CRITERIA
• The award of this procurement will be based on several criteria.
The total price for the turnkey system listed above will receive the
heaviest weight in the evaluation and award. The bid evaluations
will be conducted by the City, using staff, City consolutants, and
Orange County Communications personnel, as the City sees fit, and the
evaluation recommendations will be acted upon by the City as it sees
fit. The evaluation will also consider the responsiveness to the
technical specification contained herein, the degree to which the
equipment offered exceeds the specifications, the submittal by the
bidder relating to the long -term effectiveness and continuing ability
to meet the specifications (s,pecifically, the short and long term
management assurance of high quality and responsive maintenance
service available to this equipment), the assurance of bidder's
ability to provide installation of all equipment to professional
standards and the overall suitability of the total offering.
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2.23 QUANTITIES TO BE BID, DELETIONS
The following list states the quantities of each item which are
to be bid and quoted by each vendor. The quantities are based on a
combination of the present needs by the City, the present
availability of funds, and an estimate of the best price obtainable
from established bidders and manufacturers. The City reserves the
right to reduce quantities or delete items if Necessary to keep this
procurement within the availability of present funds.
This RFB solicits a bid for the following equipment as a turnkey
procurement (the bidders will please submit separate line -item total
prices for each item listed below):
TCI 199 Page 2 -8
ORDER QUANTITIES AND PRICE INFORMATION
Quantity
Item Price
1
Police Console #1 (total)
including specific components:
Voting indicator /selector
1
Telephone Console #2 (total)
1
Fire Console 43 (total)
1
Supervisor's Console #4 (total)
1
EOC Console
Install Consoles and Cabling
Remount and Install Maps
1
Programmable Paging Encoder
1
EOC Consolette
3
Telephone -type Remotes
1
UHF Mobile -Relay Base Stations
Install Base Station and Antenna
5
Instant- Recall Recorders
Furnish Cabinet, Mount Comparators
Fire Satellite Receiver System ,
Backup battery supply
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2.24 CITY AND CONTRACTOR RESPONSIBILITIES
• The City will take the responsibility for preparing the ECC
and EOC for the installation of the new dispatch equipment. The
facility preparation will include installing computer flooring in the
ECC and the EOC, building walls to create the lounge and the
supervisor's office, and installing lighting, sound conditioning, and
electrical power. It will be incumbent on the successful bidder to
work closely with the City in developing and executing a plan for the
development of the new facility to create the modifications, install
the new equipment, remove the old equipment, and complete the project
in a manner which is the most cost - effective and least disruptive to
operations, and to complete all activity in a minimum time. Due to
the age of the present consoles, moving them for the installation of
either the computer floor or the new consoles will not be possible;
the floor will have to be partially installed, the supervisor's and
fire dispatch consoles installed, connected, and checked out. When
these consoles have been certified as operational, the old consoles
can be removed (without any disruption to the active circuits) . The
. remainder of the computer floor will then be installed, the remaining
two consoles installed, and the logging recorder moved. Bidders are
to be judged on the suitability of the plan to accomplish this work
smoothly.
•
The contractor shall coordinate the transmitter - control
interface with Orange County Communications, and the appropriate
telephone line (radio control) and telephone headset interface
connections with Pacific Telephone; the City will aid in placing the
necessary orders in this regard.
TCI 199 Page 2 -10
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3. DISPATCH SYSTEM DESCRIPTION
3.1 THE FACILITY
9
The Newport Beach Public- Safety Dispatch Center (the ECC) is
located on the main floor of the Newport Beach Police Building. The
ECC dispatches police and fire resources in response to calls from
the public and in addition acts as the command center for both
departments. The facility is located in close proximity to the
police Watch Commander and near the Records area. A close working
arrangement with these two activities is essential. The ECC has an
adjacent room to the west which is to be equipped as the EOC. There
are two adjacent rooms to the east, the first being the equipment
room and the telephone room alongside. Fire Administration is
located a couple of miles away, and Fire Suppression is headquartered
in a building adjacent to the Police Building; this is where the
Chief Officers operate. They are in close touch with the command
• center by radio and wire.
•
One dispatch console and one consolette each are to be obtained
for the EOC and ECC, and four dispatch consoles are to be obtained
for the Newport Beach.ECC. The four consoles are to be installed in
the room presently occupied by the ECC in the Newport Beach Police
Facility, however the room will be re- configured. Two rooms will be
created in the west side of the present ECC, making office space for
the dispatch supervisor and for a staff lounge. The present active
dispatch consoles are located in this room, and it is vitally
important that the disruption of the dispatch and staff activities
during the transition to the new equipment be minimal. Computer
flooring will be installed in this room in such a manner as to
accommodate the installation of the new equipment in a cost - effective
manner without serious disturbance to present operations. A
suggested layout of the ECC and its new configuration are shown in
Figure 1.
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The four dispatch consoles will be designated as Police Primary,
• Telephone (and police backup) , Fire Primary, and Supervisor. In
addition, one auxiliary telephone -only position will be provided.
The ECC will operate as a 911 Public - Safety Answering Point (PSAP),
and so all of the consoles and telephone positions will be developed
with the 911 capability installed.
•
Equipment is also to be provided for the EOC. A consolette, a
console, and three telephone -type remotes are needed which have the
capability of transmitting or receiving on the key public- safety and
City frequencies. These are to be installed in the EOC. The three
telephone -type desk -set remote controls are to be provided for use by
individual departmental representatives when the EOC is operated.
Two sets of radio control circuit jacks are to be provided in the
EOC, so that these remotes can be connected to any radio circuit and
used to operate on that one channel.
3.2 THE SYSTEM
The Newport Beach Police and Fire radio systems operate through
the Orange County- coordinated communications system. The City
provides its own in -house equipment for operation of this radio
system, and a simple telephone line interface accomplishes control.
The dispatch consoles contain all of the required radio - control equip-
ment, suitable telephone instruments, tape recording and recall equip-
ment, alarm registers, data -bank computer terminals, status - keeping
devices, and suitable interconnects between all of these. The Police
and Fire Departments each operate on several frequencies, and control
over these is required for each console. It is the desire of the
City to develop each console position (as much as possible) in an
identical configuration to simplify training and operation. The
features required for each console are defined in this specification.
Since each manufacturer has a somewhat different arrangement of
. panels and functions, this specification is written from a functional
TCI 199 Page 3 -2
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standpoint; each bidder should include the bidder's recommended
• console configuration and panel layout with the bidder's response. A
final panel layout and operating configuration will be determined
jointly between the City of Newport Beach, the successful bidder, and
the City's consultant. The installation and implementation plan
should be presented by the bidder; this is subject to adjustment and
negotiation by the City of Newport Beach. A plan for minimal
interference during installation, cutover, and check -out shall be
provided; this is subject to adjustment and approval by the City of
Newport Beach, working with their Communications Consultant and with
the Orange County Communications Department.
The next section contains the technical details describing the
desired equipment; bidders are cautioned to look at the general
specifications defining the quality of the equipment desired, the
reliability of the equipment, the nature and features of the equip-
ment, the accepting of system responsibility, and the maintainability
and availability of spare parts in the future. It is the desire of
the City to obtain the best equipment available (the specifications
define minimal acceptable levels), but at the best competitive price.
For completeness of understanding, Table 1 lists the components
for the different consoles, and Table 2 indicates the
transmit- and - receive frequency modules which are to be obtained;
these are contained at the end of this specification. Some of the
consoles will have unique equipment; this is defined below and is
indicated in the summary table.
3.3 RADIO CHANNELS
The Newport Beach Police and Fire Departments operate on a
variety of radio channels, through the Orange County coordinated com-
munications system. For completeness sake, the channels to be in-
cluded in the consoles are listed in this section, along with a brief
• description of each. Each radio system is controlled by leased land -
line, using d.c. or tone - control formats as defined in Section 3.5.
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A. GREEN CHANNEL
•
The Green channel is the main dispatch channel for the
police operations. It is in the UHF frequency range and
operates in the mobile -relay mode with a series of satellite
receivers in a voting arrangement. The mobile -relay station is
located in the top of Hoag Hospital. Satellite receivers are
located at Hoag Hospital, at the top of the Sheraton Hotel
(Airport), on the Union Bank building at Fashion Island, at the
snack bar on the beach near Corona del Mar, and at the police
facility. These all come in by wire line, to a set of voter
comparators in the equipment room adjacent to the dispatch
center. (Note: these need to be mounted in a cabinet furnished
by the contractor, and connected into the console controls.)
Voting indicators and controls are to be included in the Police
Primary console.
It is desired to develop a backup system for this primary
dispatch channel. A local mobile -relay station is therefore
being included in this RFB to provide this capability. This
backup transmitter shall be controlled by the "Green" T/ R module
on all consoles, and enabled by a main /standby switch in the
module in the Supervisor's console. It shall be installed to
operate off the receiver - voting system or as a stand -alone unit,
using only its own internal receiver.
B. ORANGE SOUTH
Orange South is a mutual -aid frequency operated by Orange
County Communications for all departments in the southern half
of the county. Newport Beach has remote - control operation of
this system, extended through Orange County Control. Transmit
and receive capability is to be available on all consoles. This
frequency is considered the first back -up mode if the Green
frequency becomes inoperative for any reason (providing that the
wire line control for Orange South is still operational).
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C. ORANGE NORTH
Orange North is a mutual -aid frequency for the northern
half of Orange County. Since it is not normally used by Newport
Beach, a monitor -only capability is desired.
D. BLUE CHANNEL
A universal tactical channel, operated by Orange County
Communications. A monitor -only capability is desired.
E. PURPLE CHANNEL
The purple channel is used by police units for field
service requests for running license plates, subjects, and other
information, through the various data banks available to Orange
County. This service is provided by Orange County
Communications; a monitor -only channel is desired.
•
F. RED CHANNEL
The red channel is a countywide emergency channel that all
law enforcement units monitor continuously. Control is at
Orange County Communications and all pursuits and other such
emergencies are handled from there. Monitor capability on this
channel is desired in all consoles.
G. WHITE CHANNEL
The White Channel is a UHF simplex car -to -car channel. A
monitor only capability is desired.
H. FIRE 1 CHANNEL
Fire Channel #1 is used as the primary dispatch channel for
• Newport Beach and nearby Costa Mesa. The system operates in the
TCI 199 Page 3 -5
VHF low band region of the spectrum. The Newport Beach fire
• dispatch operates through two two - frequency base stations
located in Fire Station #3, next door to the police facility and
controlled by city -owned wire line; control of the base station
in Fire Station #3 is to be accomplished from all consoles. All
Fire Stations have four - frequency base equipment, controlled
locally for use as needed.
A voted, satellite- receiver system is to be developed for
the Fire #1 channel. The base receiver on Pire #1 in Fire
Station #3 is to be converted to voter operations (Motorola type
C71RTB1145A), and new receivers are to be furnished for Fire
Stations i and 27. These three receivers are to be brought into
a voter- comparator system and the voted audio used to feed the
consoles. A set of voter indicators and controls are to be
included in the Fire Primary console. Each of these three
satellite receivers is to be cross -muted with the local base
station(s) so that when a base station transmits on any of the
• low -band fire frequencies, the satellite receiver is effectively
removed from the system.
•
I. FIRE 2 CHANNEL
Fire Channel #2 is a mutual aid channel and is used between
neighboring cities. It also operates in the low band frequency
region; a two - frequency base station in Fire Station #3 (next
door) is controlled from the dispatch center.
J. FIRE 3 CHANNEL
Fire Channel #3 is called Com 3 Command and is a
command- administrative frequency. It also is in the low band
portion of the radio spectrum. It is the second frequency of
the Fire #1 base station in Fire Station #3 and is to be
controlled from all consoles.
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K. FIRE 4 CHANNEL
Fire Channel #4 is another mutual aid channel, and is
designated TAC 4. Its primary purpose is inter jurisdictional
communications during times of auto aid. It is in the same low
band radio region as the rest of the fire frequencies. It
operates using the second frequency of the Fire #2 channel base
station.
L. LOCAL GOVERNMENT
The City operates a local government radio system in the
VHF high band region. Although local government dispatch is
handled from another facility, the capability is desired to
control the local government base station from the consoles.
The base is located next door at Fire Station #3.
M. LIFEGUARD CHANNEL
Because of frequent interactions between the Newport Beach
Public Safety operations and the Lifeguard, a control is being
included in each console to operate the Lifeguard base station.
N. HARBOR PATROL
Similarly, because of frequent interaction with the Harbor
Patrol, a control is being included in all consoles for the
Harbor Patrol base station.
0. ORANGE COUNTY LANDLINE
A landline control circuit exists from Newport Beach
dispatch to the Orange County Communications Center. This line
can be patched into any radio or telephone circuit desired.
This line shall terminate on a T/R module in all consoles.
TCI 199
Page 3 -7
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. 3.4 CONSOLE FEATURES
The next chapter of this RFB contains a detailed description of
all of the console features that are desired. This section
summarizes the features that are to be included in the consoles. The
common features are listed first and then those features unique to
specific consoles are mentioned. Reference to Tables 1 and 2 should
make the console assignments clear.
A. TELEPHONE
Each console and the auxiliary telephone position are to be
equipped with 72- button telephone panels. The auxiliary
telephone position shall have a free- standing telephone
instrument with headset capability.
B. 911 TELEPHONE FEATURES
• The 911 telephone features shall be panel- mounted on the
consoles; the auxiliary telephone position shall have the ANI
and ALI readout in a free - standing cabinet on the desk. The 911
incoming lines shall terminate on the telephone panels. The ANI
and ALI displays shall be located close by the telephone panel
on each console. They shall abe panel- mounted by the
contractor.
C. FIRE TELEPHONE PATCH
The City desires to have emergency incoming telephone calls
patched to a telephone circuit feeding the public address
systems in each fire station. This will be accomplished by
using a 911 feature so that any fire call that enters on 911 can
be immediately conferenced or patched to the fire stations.
This arrangement will be provided by the City, but is being
mentioned here for the sake of completeness.
TCI 199 Page 3 -8
•
0
D. RADIO CONTROLS
The radio controls are described in detail in Table 2 and
in the technical specifications that follow. Each console shall
have a master control panel and individual transmit/ receive
controls for all channels.
E. STATUS EQUIPMENT
Each console shall have a cut -out for a time stamp, card
slots (no status), and a tray for blank cards.
F. INSTANT - RECALL RECORDERS
Each of the four dispatch center consoles and the auxiliary
telephone position shall have instant playback recorders
connected to the telephone talk circuit.
! G. PAGING ENCODER
A programmable paging encoder shall be included in the Fire
console.
H. "MODAT" STATUS DISPLAYS
The police units are equipped with Motorola MODAT status
encoders. The status information is displayed on a set of MODAT
readouts. The present readouts shall be installed on the police
console. In addition, it may be possible to add the MODAT
feature to the fire apparatus; it is therefore desired to leave
blank panel space for this possible future addition. Three half
panels are now used for the police MODAT. Note: The MODAT
panels do not fit standard EIA mounting dimensions.
TCI 199
Page 3 -9
9 0
• I. SWITCH CONTROLS
•
Auxiliary switches shall be provided on all consoles for
helipad lights, the gas pump, a door control, and the Jamboree
traffic signal override, "10 -33" button, and remote speaker
patch.
J. ALARMS
The City has a number of alarms which terminate in the
police facility. It is desired to concentrate these into
digital- display - printers. Two full panels shall be reserved for
this equipment, one in the police console and one in the fire
console. The panel in the Fire console shall have the remote
Gamewell readout installed.
K. CITY MAPS
The City has three illuminated maps which are very useful
to the dispatchers. These maps are to be retained and remounted
(compatible with console design), and shall be installed over
the police, telephone, and fire consoles.
L. VOTER INDICATORS AND CONTROLS
The City has a satellite receiver and voter system on the
police primary frequency. The comparators are now located in
the adjacent equipment room. The contractor is to furnish an
enclosed cabinet for locating the comparator equipment (and any
other local equipment) in the equipment room, is to properly
rack mount the comparators in the cabinet and run cables to the
consoles as appropriate. Voter indicator lights and select and
disable switches are to be mounted on the police primary
console.
TCI 199 Page 3 -10
The V R control shall be by the Primary dispatch "Green"
• V R modules. Th back -up mobile -relay shall be enabled and the
Hoag Hospital mobile relay disabled by a main /standby switch in
the "Green" V R module in the Supervisor's console.
J
•
M. RADIO AND TELEPHONE PATCH
A radio and telephone patch shall be installed in the
supervisor's console, tying this feature into the master control
panel, all VR modules, and the telephone.
N. EMERGENCY TRANSMITTER CONTROLS
All consoles shall have transmit and receive capability on
the emergency transmitter (local mobile -relay on the "Green"
channel).
0. LOGGING RECORDER
The existing logging recorder shall be relocated from the
adjacent equipment room into the dispatch room. The contractor
shall connect it to all circuits as specified elsewhere in this
RFB. As necessary, tone filters shall be used to prevent keying
and control tones from being recorded.
3.5 TRANSMITTER CONTROL: ORANGE COUNTY FORMAT
Several different transmitter control methods are used and the
T1R modules in the consoles will have to be configured accordingly.
The channels called out in Table 2 shall have control modules as
follows:
TCI 199
Page 3 -11
0
POLICE Green four -wire d.c.
Orange South four -wire Orange County (Vega)
FIRE Frequency 1 two -wire d.c.
Frequency 2 two-wire d.c.
Frequency 3 four -wire d.c.
Frequency 4 Four -wire d.c.
LOCAL GOVT City L.G. two-wire Motorola tone
Lifeguard two-wire d.c.
Harbor four -wire d.c.
SPECIAL Orange Co Landline two wire d.c.
The tone control for activation of the remote transmitters
• through the Orange County system is based on Vega equipment (311 -5),
and the console modules must be equipped as follows: Console
electronics must be capable of generating five tone frequencies --
1775 Hz, 1870 Hz, 1965 Hz, 2070 Hz, or 2340 Hz -- selectable by screw
terminal jumpers. One of the five tones will be used for transmitter
control and another tone for "CTCSS disable. Transmit tone presently
in use is 2340 Hz; CTCSS disable is 1775 Hz.
u
TCI 199 Page 3 -12
• 4. TECHNICAL
0
0
4.1 CONSOLE EQUIPMENT SPECIFICATIONS
4.1.1 GENERAL
These specifications describe a fully solid -state
radio - communications control console, capable of interfacing with and
controlling base stations and other related equipment as necessary
for fast and efficient communications- system operation.
4.1.2 PHYSICAL DESCRIPTION
The console shall consist of mechanically independent,
single -bay cabinets which are bolted together to form a rigid,
integrated structure. Individual cabinet sections shall be easily
separated to allow reconfiguring of the console at a later date.
All console cabinet sections shall be of sheet metal
construction with necessary side panels and exterior surfaces of
cold - rolled steel. Internal braces shall be used where necessary to
assure a structural rigidity. The interior of the completed console
shall have sufficient open and free space to allow intercabling.
Each console cabinet section shall be of modular construction.
Console cabinets shall be easily convertible from low - profile with
the addition either half- turret or full- turret vertical extensions.
The corner of each section shall be equipped with an adjustable
leg- leveling device to compensate for uneven floors.
Key - locked removable door panels at the front and rear of each
cabinet section shall be provided for access to any rack - mounted
equipment. The base of each section shall be open to access wiring
under the computer floor, and knockouts shall be provided for conduit
entry.
TCI 199
Page 4 -1
i •
Each console cabinet section shall accommodate, as a minimum,
• one standard 10 -1/2 "x19" EIA rack panel. Upper turrets shall
accommodate, as a minimum, one standard 5 -114 "x19" EIA rack panel.
Internally, the enclosure shall provide standard 19 -inch mounting
rails designed to accept electronic equipment intended for standard
EIA rack mounting.
U
There shall be no exposed sharp edges, and console metal
surfaces shall be finished with abrasion - resistant, vinyl polyester
baked enamel.
The console writing surfaces shall be approximately 15 inches
deep and shall extend across the full width of the console. The
writing surface shall be approximately 29 inches above the floor to
assure a comfortable operating height. Writing surface shall fit
snugly against the front of the console cabinetry and shall be
suitably braced to prevent sagging. The surface shall be covered
with material (such as formica) which is smooth enough for writing
purposes, but shall exhibit low - reflectivity characteristics to
prevent glare from overhead lights.
Extension feet shall be provided on the console to prevent it
from tipping over.
An over - the -knee pencil drawer shall be provided beneath the
writing surface at each operator position. It shall be free from
burrs, sharp corners, and protrusions which could snag clothing.
4.1.3 CONSOLE ELECTRONICS
To maximize reliability, expandability, and ease of servicing,
the console control electronics shall be totally solid -state and of
modular construction, and shall reflect the. latest state -of- the -art
concepts in design.
TCI 199 Page 4 -2
•
f
Console wiring shall use stranded wire for all cabling which
• may be subjected to physical movement or flexing. Cables shall be
bundled and routed so as to provide minimum hum and cross -talk.
Cables must be shielded wherever good engineering practices dictate.
Radio-control, signaling, patch, switch, or other modules
shall be fabricated on plug -in printed circuit boards; each shall
have its own plug or receptacle to permit easy insertion or removal.
Modules shall plug into a printed circuit card cage or rack.
Card guides shall be provided for all plug -in modules to assure
proper alignment of modules with their associated mating connectors.
Card edges and mating connectors shall be plated to provide long -term
contact reliability.
It shall be possible to remove modules from their respective
card rack locations, and to reinsert them, while power is on, without
causing damage to any of the electrical components.
•
Consoles shall operate from a nominal 117 VAC, 60 Hz primary
power source. Each console position shall be provided with an AC
utility strip having at least five (5) convenience outlets. Each
outlet is to be three -prong with common ground.
Power supplies shall be solid- state, and shall be
line- and -load regulated to maintain nominal output levels with line
voltage variations from 110 to 125 volts. Power supplies shall be
fused to protect console circuitry.
Card extractors and extenders shall be provided to facilitate
module removal and servicing.
The console and card racks shall be wired for all functional
requirements of these specifications. Future expansion for
additional modules shall require minimum wiring or mechanical
• additions to the card rack to accept new control modules.
TCI 199 Page 4 -3
External connections to control lines shall be available on
• screw -type terminal strips or punch blocks. Terminal strips shall be
identified in order to facilitate control line connection.
�J
•
Transmit - and - receive circuitry shall consist of plug -in
modules for each radio channel to be controlled from the console.
Modules shall be interchangeable.
Input and output line level adjustments shall be provided for
adjusting each individual module.
Transmit - and - receive audio processing circuitry shall utilize
compression amplifiers. An increase in input levels of 30 dB beyond
the knee of compression shall not increase the output level more than
3 dB.
Transmit and receive amplifier frequency response shall be
within plus 1 to minus 3 dB, from 300 to 3000 Hz, reference 1000 Hz.
Transmit- and - receive amplifier hum and noise shall be more
than 50 dB below rated output.
Transmit - and - receive amplifier distortion shall be less than
one percent throughout the compression range.
Amplifiers shall have provisions for adjusting the terminating
impedance to compensate for parallel connected consoles.
Transmit audio output shall be adjustable to at least
plus 12 dBm into a 600 ohm load.
Receive audio output amplifier shall be capable of providing a
minimum of 5 watts into selected or unselected speaker with not more
than 3 percent distortion.
TCI 199 Page 4 -4
0 0
Receive amplifier sensitivity for knee of compression shall be
• at least minus 25 dBm.
Console circuitry shall have provisions for cross - muting
between parallel- connected consoles.
Console circuitry must be capable of controlling remotely
located radio equipment, using the Orange County tone - control format.
when using tone - controlled equipment, console must have appropriate
notch filters to prevent tones from being heard when equipment is
activated by a paralleled console or by a remote - control unit. Notch
filters shall also be provided for the audio lines feeding the
logging tape recorder to prevent tones from being recorded.
4.1.4 CONSOLE FUNCTIONS
Console shall include a radio control panel that will allow
the operator to monitor, mute, or adjust the received volume level
• and to transmit on the desired radio channel. The panel should
include all controls, switches, speakers, and indicators necessary to
implement these functions as well as other functions that may be
defined in these specifications.
E
The radio control panel shall contain a standard W meter and
a four digit, 24 -hour digital electronic clock.
The radio control panel shall be provided with speakers for
both selected and unselected audio. Each speaker should have
independent volume control. In addition, selected audio should be
provided for headset operation.
The radio control panel shall be provided with a muting switch
that will reduce all unselected audio by a preset amount (0 -20 dB)
and then automatically return the level to normal after a preset time
interval (0 -90 seconds).
TCI 199 Page 4 -5
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0
The radio control panel shall be provided with 1000 Hz
• alert -tone generator and pushbutton control switch.
The radio control panel shall have the capability of
simultaneously selecting more than one transmitter to allow
simultaneous broadcasts.
The radio control panel shall be provided with intercom
capability to allow the operator to transmit audio to another console
or remote control unit without keying the associated transmitter.
The radio control panel shall be provided with a transmit
switch to allow transmitting on the selected channel(s).
Each console shall be provided with radio - control circuits or
modules to control the number of transmit and receive functions as
indicated in these specifications. Each radio control circuit or
module shall include, but not be limited to, the following:
VOLUME CONTROL for independent control of the received
audio. Volume control should be strapped for a preset
minimum volume level to prevent missing calls.
CALL INDICATOR that flashes when received audio is on the
channel, regardless of channel selection.
BUSY INDICATOR that illuminates when another console or
remote console unit is transmitting on the channel.
SELECT SWITCH AND INDICATOR for selecting that operational
channel and transferring receive audio to the SELECT output
(headset or speaker) . SELECT switches must be
electronically interlocked to prevent selection of more
than one channel unless the simulcast mode has been
selected. SELECT INDICATOR shall illuminate any time a
channel is in the select mode.
TCI 199 Page 4 -6
INSTANT TRANSMIT SWITCH that allows operation of a channel
• without being in the SELECT mode.
TRANSMIT INDICATOR that illuminates when a channel is in
the transmit condition.
SQUELCH DISABLE SWITCH. This switch shall disable the
tone -coded squelch (CTCSS) at the base station receiver for
the purpose of monitoring channel activity.
In addition to the above functions, the following equipment or
panel space for equipment will be required:
INSTANT PLAYBACK CONTROL PANEL for controlling the instant
playback tape recorder.
PANEL SPACE FOR MOUNTING A 72- BUTTON TELEPHONE INSTRUMENT.
it is anticipated that a standard 10 -1/2 "x19" panel will be
• required.
PANEL SPACE FOR MOUNTING 911 ANI (AUTOMATIC NUMBER
IDENTIFIER) DISPLAY UNIT AND ALI (AUTOMATIC LOCATION
IDENTIFICATION). It is anticipated that a standard
5 -1/4 "x19" panel will be required.
DUAL HEADSET JACKS for all operator positions. The jacks
shall be compatible with Plantronics- type headsets. The
jacks shall be located beneath the console writing surface
and shall be equipped with a receive volume control that is
separate and independent from volume controls on the
console.
TELEPHONE/ HEADSET INTERFACE to enable the operator to use a
headset for both radio and telephone operation. When a
• telephone line is selected, the selected channel audio
shall automatically be transferred to the selected speaker
TCI 199 Page 4 -7
0 0
and the headset microphone and earpiece shall be connected
• to the telephone. If communication on a radio circuit is
necessay, pressing the transmit switch shall automatically
place the telephone caller on hold and transfer the headset
microphone audio to the radio circuit. The telephone
caller shall not hear radio transmissions.
A panel- mounted LETTER TRAY shall be provided in each
console.
PHONE OR RADIO CROSS -PATCH circuitry shall be provided to
allow the operator on console S4 (supervision) to establish
radio-to -radio or radio -to- telephone patch. The operator
shall be able to monitor the patch audio while maintaining
normal operations on other channels. (See Figure 1.)
A PANEL - MOUNTED PAGING ENCODER shall be provided in the
fire console. Detailed specifications appear in
• Section 4.6 of this specification.
TWO AUXILIARY SWITCH MODULES (eight switches) shall be
provided for controlling one door, the gasoline pump,
helipad lights, and the Jamboree traffic signal.
A transmit FOOT SWITCH shall be provided for the operator
to use to key the transmitter(s) which have been selected
by the SELECT circuitry.
The supervisory console shall contain REPEATER
DISABLE /ENABLE control functions. These shall be contained
in the radio control modules associated with the police UHF
mobile relay. This console will also be equipped with a
main standby switch for the "Green" backup M/R.
The console COUNTER TOPS shall be cut to receive
progressive time stamps being purchased by the City.
TCI 199 Page 4 -8
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0
A CARD SLOT PANEL shall be provided for each of the two
• consoles for use as field -unit status indicators. Each
panel shall be "half - panel" size (5 -1/4" high by 19" wide),
and shall contain slots for 24 cards of standard
3- 1/4 "x7 -3/8" data - processing size.
4.2 CONSOLETTE EQUIPMENT SPECIFICATIONS
4.2.1 GENERAL
These specifications describe a fully solid -state
radio- comnunications control consolette, capable of interfacing with
the four full control consoles, and controlling base stations and
other related equipment as necessary for fast and efficient
communications - system operation.
4.2.2 PHYSICAL DESCRIPTION
• The console shall consist of a mechanically independent,
desk -top unit capable of controlling eight base stations or
repeaters. It shall contain selectors and controls for an operator
to perform this function listed below.
4.2.3 CONSOLETTE ELECTRONICS
To maximize reliability, expandability, and ease of servicing,
the console control electronics shall be totally solid -state and of
modular construction, and shall reflect the latest state -of- the -art
concepts in design.
Console wiring shall use stranded wire for all cabling which
may be subjected to physical movement or flexing. Cables shall be
bundled and routed so as to provide minimum hum and cross -talk.
Cables must be shielded wherever good engineering practices dictate.
• Radio- control, signaling, patch, switch, or other modules
shall be fabricated on plug -in printed circuit boards; each shall
have its own plug or receptacle to permit easy insertion or removal.
TCI 199 Page 4 -9
Modules shall plug into a printed circuit card cage or rack.
Card guides shall be provided for all plug -in modules to assure
proper alignment of modules with their associated mating connectors.
Card edges and mating connectors shall be plated to provide long -term
contact reliability.
It shall be possible to remove modules from their respective
card rack locations, and to reinsert them, while power is on, without
causing damage to any of the electrical components.
Consoles shall operate from a nominal 117 VAC, 60 Hz primary
power source.
Power supplies shall be solid- state, and shall be
line -and -load regulated to maintain nominal output levels with line
voltage variations from 110 to 125 volts. Power supplies shall be
fused to protect console circuitry.
. Card extractors and extenders shall be provided to facilitate
module removal and servicing.
External connections to control lines shall be available on
screw -type terminal strips or punch blocks. Terminal strips shall be
identified in order to facilitate control line connection.
Input and output line level adjustments shall be provided for
adjusting each individual module.
Transmit- and - receive audio processing circuitry shall utilize
compression amplifiers. An increase in input levels of 30 dB beyond
the knee of compression shall not increase the output level more than
3 dB.
Transmit and receive amplifier frequency response shall be
within plus 1 to minus 3 dB, from 300 to 3000 Hz, reference 1000 Hz.
•
TCI 199 Page 4 -10
Transmit - and - receive amplifier hum and noise shall be more
• than 50 dB below rated output.
0
Transmit- and - receive amplifier distortion shall be less than
one percent throughout the compression range.
Amplifiers shall have provisions for adjusting the terminating
impedance to compensate for parallel connected consoles.
Transmit audio output shall be adjustable to at least
plus 12 dBm into a 600 ohm load.
Receive audio output amplifier shall be capable of providing a
minimum of 5 watts into selected or unselected speaker with not more
than 3 percent distortion.
Receive amplifier sensitivity for knee of compression shall be
at least minus 25 dBm.
Console circuitry must be capable of controlling remotely
located radio equipment, using the Orange County tone - control format.
When using tone- controlled equipment, console must have appropriate
notch filters to prevent tones from being heard when equipment is
activated by a paralleled console or by a remote- control unit.
4.2.4 CONSOLETTE FUNCTIONS
Consolette shall include radio controls that will allow the
operator to monitor, mute, or adjust the received volume level and to
transmit on the desired radio channel. The panel shall include all
controls, switches, speakers, and indicators necessary to implement
these functions as well as other functions that may be defined in
these specifications.
The consolette shall be provided with speakers for both selected
• and unselected audio. Each speaker should have independent volume
control. In addition, selected audio should be provided for headset
operation.
TCI 199 Page 4 -11
• •
The consolette shall be provided with a muting switch that
• will reduce all unselected audio by a preset amount (0 -20 M.
U
1 __.
The consolette shall be provided with 1000 Hz alert -tone
generator and pushbutton control switch.
The consolette panel shall be provided with intercom
capability to allow the operator to transmit audio to another console
or remote control unit without keying the associated transmitter.
The consolette shall be provided with a series of transmit
switches to allow transmitting on the selected channel.
Each console shall be provided with radio - control circuits or
modules to control the number of transmit and receive functions as
indicated in these specifications (see Tables 1 and 2). Each radio
control circuit or module shall include, but not be limited to, the
following:
VOLUME CONTROL for independent control of the unselected
received audio. Volume control should be strapped for a
preset minimum volume level to prevent missing calls.
TCI 199
CALL INDICATOR that flashes when received audio is on the
channel, regardless of channel selection.
BUSY INDICATOR that illuminates when another console or
remote console unit is transmitting on the channel.
SELECT SWITCH AND INDICATOR for selecting that operational
channel and transferring receive audio to the SELECT output
(headset or speaker). SELECT switches must be mechanically
or electronically interlocked to prevent selection of more
than one channel.
Page 4 -12
F
E
4.3 REMOTE CONTROL SPECIFICATIONS (DESK -SET)
•
4.3.1 GENERAL
These specifications describe a fully solid -state radio
communications control, of the DESK SET variety, capable of
interfacing with the full size consoles and consolette; this will be
used to control base stations and other related equipment as
necessary to provide fast and efficient communications system
operation.
L�
4.3.2 PHYSICAL DESCRIPTION
This remote control unit is to be configured to operate a single
base station or mobile relay, and shall be a free - standing desk top
device somewhat resembling a telephone instrument. It shall have a
telephone -type handset, a hang -up cradle and minimal electronic
controls as stated below.
4.3.3 ELECTRONICS
To maximize reliability, compact size and ease of servicing, the
desk set remote shall be totally solid -state and of modular
construction, and shall reflect the latest state -of- the -art concepts
in design.
The remote desk set shall contain a compression amplifier volume
control, tone control encoder (or d.c. supply) , speaker, and a
transmit indicator lamp. A push -to -talk switch shall be located in
the handset for one -hand operation.
The power supply shall be solid- state, and shall be
line- and -load regulated to maintain nominal output levels with line
voltage variations from 110 to 125 volts. Power supply shall be
fused to protect internal circuitry.
TCI 199
Page 4 -13
• i
• External connections to control lines shall be available on
screw -type terminal strips. Terminal strips shall be identified in
order to facilitate control line connection.
•
The remote control shall operate in the tone control mode, and
shall be compatible with the tone control format needed by the Orange
County communications interface (defined above).
The remote control shall be equipped with an output cord with a
plug connector so that it can be used wherever needed in the EOC, the
plug to match the output sockets installed in the EOC by the
successful bidder.
Three desk -set remote units are desired: one for Police, one for
Fire, and one for local - government users. Cleverness will be
required in setting up the remotes, because of the multiplicity of
transmitter control systems. The Police remote shall be four -wire
d.c., the Fire remote shall be two -wire d.c., the local government
remote shall be two -wire Motorola -type tone. The console circuit
plugs in the EOC shall be marked appropriately so that it is obvious
which remote matches which circuit(s).
4.4 RADIO EQUIPMENT SPECIFICATIONS -- MOBILE RELAY (450 -470 MHz)
4.4.1 GENERAL
The transmitter/ receiver shall be designed and constructed as
a self- contained, highly reliable, FM base station, consisting of a
transmitter, receiver, remote - control chassis, time -out timer, and
power supply. It shall be capable of being operated as a remote base
station via wireline control or as a stand -alone mobile relay, The
unit will normally be operated as a remote base station controlled by
a voted, satellite - receiver system. In the event of a voting - system
failure, the unit must revert to a stand -alone mobile relay.
TCI 199 Page 4 -14
I
Tone -coded squelch shall be used for both transmit and
. receive. A time -out timer shall be provided to prevent system
lockup. Motorola MICOR or GE MASTR II, or equivalent, will meet the
intent of this specification.
A. CABINETS
The cabinet shall be of good, practical, contemporary design.
It shall use cold - rolled steel or other suitable alloy consistent
with good stuctural design. Consideration shall be given to
electrolytic compatibility of various metals and finishes. The
cabinet shall be an upright, indoor housing, not to exceed 70 inches
high by 24 inches wide and 21 inches deep. Standard 19 -inch
rack -type mounting facilities shall be provided inside the cabinet
for mounting the equipment chassis assemblies. The front and rear
panels shall be removable and provided with a lock to prevent
unauthorized access. Internal metering, speaker, and microphone
shall be included to facilitate testing. Cabinet shall be designed
to provide adequate ventilation and to minimize entry of dust.
B. POWER SUPPLY
i
Power supplies shall conform to all applicable EIA and FCC
standards. In order to provide stable operation and constant
performance characteristics over wide input voltage and temperature
variations, the DC power supplies shall be regulated. The power
supplies shall operate from a nominal 117 VAC 60 Hz power source.
Surge protection shall be provided.
C. REPEATER CONTROL CHASSIS
A repeater control chassis located with the base station shall
be provided to control the station when it is in the repeat mode.
Control chassis shall be equipped to turn on the transmitter upon
receipt of the proper signal at the station receiver. It shall be
-, provided with time - out - timer, level controls and other required
TCI 199 Page 4 -15
submodules for the automatic operation of the station when in the
• mobile relay mode. A repeat disable switch shall be provided.
D. REMOTE CONTROL CHASSIS
A remote control chassis shall be provided within the station
cabinet to provide for operation from a remote point via microwave or
wireline and to provide an intercom function between the control
console and the base station.
Input and output circuits shall have a nominal impedance of
600 ohms. The remote control chassis shall be provided with _
terminations for two -wire and /or four -wire operation. Station
control shall be by four -wire format. A remote disable switch shall
be provided.
E. METERING
• Metering of all essential circuits shall be provided
internally. All metering points shall be properly decoupled and
connected to multi -pin metering sockets. Tuning and alignment shall
be readily accomplished through the use of these metering circuits.
•
F. TIME -OUT TIMER
To avoid inadvertant keying of the transmitter for extended
periods of time, or to prevent transmitter "hang -up" due to equipment
malfunction, a timer shall be provided to automatically disable the
transmitter after it has been continuously keyed for a preset time
interval. The timer shall be automatically reset by the
remote- control circuitry and shall be adjustable from five seconds to
five minutes.
TCI 199 Page 4 -16
0
• s
G. SERVICE MICROPHONE AND SPEAKER
A microphone and speaker shall be provided to facilitate
on -site servicing.
4.4.2 TRANSMITTER SPECIFICATIONS
The transmitter shall be completely solid state. It shall
operate in the 450 -470 MHz portion of the radio spectum and be
equipped with subaudible tone squelch (CTCSS).
A. RF POWER OUTPUT
The power output shall be 30 watts minimum.
B. DUTY CYCLE
The transmitter shall be rated for continuous -duty operation.
0
C.
The transmitter shall operate at full performance over an
ambient temperature range of minus 30 degrees to plus 60 degrees
Centigrade.
D. MODULATION
The transmitter shall employ frequency or phase modulation.
Modulation shall be capable of producing full -rated deviation on
voice peaks. Modulator deviation shall be continuously adjustable
from 0 to plus or minus 5 KHz.
E. FREQUENCY STABILITY
All frequency- determining elements shall be temperature
• compensated. No heaters or ovens shall be utilized. Total frequency
TCI 199 Page 4 -17
drift shall not exceed .0002 percent from minus 30 degrees to plus
• 60 degrees Centigrade.
F. SPURIOUS AND HARMONIC EMISSIONS
Spurious and harmonic emissions shall be attenuated below the
maximum carrier level by at least minus 85 dB.
G. FM NOISE
FM noise level shall be at least minus 55 dB below 60 percent
system deviation at 1000 Hz.
H. TRANSMITTER SIDEBAND NOISE
Transmitter sideband noise shall be at least minus 85 dB below
carrier at plus or minus 25 RHz, and at least minus 100 dB below
carrier at plus or minus 1 MHz.
I. AUDIO RESPONSE
Audio response shall not vary more than plus 1 or minus 3 dB
from 6dB per octave pre - emphasis from 300 to 3000 Hz, referenced to
1000 Hz.
J. AUDIO
Audio distortion shall be 2 percent or less at 1000 Hz,
60 percent system deviation.
R. POWER AMPLIFIER PROTECTION
The transmitter shall have incorporated an automatic device or
control circuitry that will reduce the power output to a safe level
under adverse conditions such as overvoltage or transmission line or
• antenna mismatch.
TCI 199 Page 9 -18
r1
L
0
4.4.3 RECEIVER SPECIFICMCKS
•
The base - station receiver shall be single conversion and
completely solid -state and crystal- controlled. It shall operate in
the 450 -470 MHz portion of the radio spectrum.
A. TEMPERATURE RANGE
The receiver shall operate over an ambient temperature range
of minus 30 degrees to plus 60 degrees Centigrade.
B. SENSITIVITY
Sensitivity shall be 0.35 microvolts for 20 dB quieting and
0.25 microvolts for 12 dB SINAD.
C. ADJACENT- CHANNEL SELECTIVITY
• Selectivity shall be at least minus 100 dB at plus or minus
20 KHz EIA SINAD.
D. MODULATION ACCEPTANCE
Modulation acceptance of the receiver's bandwidth shall be
plus or minus 7.0 KHz.
E. SPURIOUS RESPONSE AND IMAGE REJECTION
Spurious response image rejection shall be minus 95 dB below
an on- frequency signal level which produces 20 dB of noise quieting
per EIA standards.
F. INTERMODULATION SPURIOUS ATTENUATION
Intermodulation spurious attenuation shall be at least minus
• 80 dB in accordance with EIA standards.
TCI 199 Page 4 -19
0
G. FREQUENCY STABILITY
Stability shall be within .0005 percent from minus 30 degrees
to plus 60 degrees Centigrade. Frequency - determining elements shall
be in hermetically - sealed holders. The J ocal oscillator frequency
must be adjustable to allow tuning of the receiver to the exact
operating frequency.
H. AUDIO DISTORTION
Audio distortion shall be less than 5 percent at 1000 Hz at 5
watts output.
I. AUDIO OUTPUT
Audio output to local speaker shall not be less than 5 watts.
Telephone -line output shall be adjustable and provide a minimum of
plus 16 dBm into a 600 -ohm load.
•
J. INPUT IMPEDANCE
Input impedance shall be 50 ohms at the receiver RF input
terminal.
4.4.4. ANTENNA AND FEEDLINE
A base station antenna shall be provided for the mobile relay
and installed on the penthouse on the top of the Police facility.
The antenna shall be a UHF -type with 5 dB gain (Phelps Dodge PD 1150,
or equivalent) . The antenna can be mounted on the mast that
presently supports a television antenna. There is presently a UHF
antenna on that mast which feeds several monitor receivers. If that
antenna is replaced with the one for the mobile relay, then some
means will have to be provided by the contractor to feed the three
UHF receivers from a multicoupler from the mobile -relay
receive- antenna circuit. A transmission line (at least 0.5" copper
TCI 199 Page 4 -20
0
line) shall be provided into the equipment room to the mobile relay,
• which shall be almost directly under the antenna mast.
•
4.5 RECEIVER VOTING SYSTEM -- FIRE FREQUENCY I
The specifications describe the basic requirements for a
receiver voting system to be used as input to the dispatch console
receive circuits. Interconnection shall be via voice -grade audio
links (landline).
The voting selector panel shall function as the terminating
and comparison point for each of the receivers used in the system.
It shall be located at the Police Department Equipment Room. Voted
signals shall appear at the consoles. The Fire Primary console
located at the ECC shall have the capability of disabling any single
satellite receiver or selecting any receiver. The Fire Primary
console indicators shall reflect the overall condition of the voting
system.
4.5.1 VOTING SELECTOR
A. The voting selector must select the best signal at any given
moment to the exclusion of all others.
B. The voting selector must be able to differentiate between
signals and select the better signal. It must be able to switch
automatically and instantaneously to a better incoming signal as it
appears.
C. Switching from one receiver to another must be done so that no
syllable of any word in the signal is lost and without operator
awareness that such transition has taken place, except when
noticeable improvement has been accomplished.
C. No switching sounds, such as clicks, pops, or hisses, shall be
• heard.
TCI 199 Page 4 -21
D. The selector must not have a threshold of reception on a weak,
noisy signal. If only one receiver has received a signal strong
enough to open its audio output circuitry, that audio shall be heard
at the selector.
E. The selector must be expandable to accommodate additional
receivers by increasing the number of line modules in an unfilled
selector or by adding one or more suitably equipped auxiliary
selector panels as necessary.
F. The selector shall have the capability for possible future
expansion to provide for repeated audio- and transmitter- keying of
the appropriate voted channel, and for companion site selection. The
unit shall operate into a nominal 600 -Ohm audio circuit for landline
control.
G. Voted receiver output shall be provided to each of the
consoles or EOC control circuits operating as part of this system.
H. The selector system must be essentially fail -safe so that no
receiver or audio circuit failure will cause the rest of the system
to malfunction or result in an interruption in communications
throughout the remaining operative receivers and connecting links.
9.5.2 RECEIVERS
A. Receivers operating as part of this system shall be the
main -frame receivers associated with the Fire O1 base station and
additional satellite receivers as specified herein.
B. The technical characteristics of the auxiliary satellite
receivers (two each) shall be as called out in the following section.
Bidder shall quote a standby battery power source and charger which
j is capable of eight -hour operation.
TCI 199 Page 9 -22
. C. A receiver - voting panel shall be provided for each receiver
operating as part of the voted system. It shall provide the
necessary tone encoding, audio switching, line output, and
terminating block for connection to the audio link feeding the
selector at the central dispatch facility.
i
4.5.3 SELECTOR TECHNICAL SPECIFICATIONS
A.
The selector shall operate over a range of minus 30 degrees to
plus 60 degrees Centigrade.
B. POWER
The selector shall operate from a commerical power source of
117 Volt AC, 60 Hz.
C. INPUT IMPEDANCE
Input impedance to the selector shall be a nominal 600 Ohms.
D. INPUT LEVEL
Input level circuit shall accommodate receive levels to at
least minus 25 dB.
E. OUTPUT LEVEL
Output level shall be adjustable to plus 10 dB at 600 Ohms.
F. FREQUENCY RESPONSE
Frequency response shall be plus 1 dB from 300 Hz to 300 Hz
except for notch frequencies.
TCI 199
Page 4 -23
0 0
G. UNSELECTED CHANNEL REJECTION
• `
Unselected channel rejection shall be at least minus 40 dB.
11
H. RESET TIME
Reset time shall be 10 milliseconds or less.
4.5.4 TONE NOTCH FILTERS
All tone filtering necessary to reduce operator fatigue and to
prevent tones from appearing at consoles, on the tape recorder, and
on the transmitted signal shall be provided.
4.5.5 ALARM
A simple alarm system shall be provided to alert the
dispatcher if the commercial power source fails, switching the
satellite receiver to standby battery operation.
4.5.6 SATELLITE RECEIVERS
A. GENERAL
Certain equipment described in this specification shall be
designed and constructed as a self- contained, highly reliable
satellite receiver, consisting of a receiver, receiver - control
chassis, voting tone encoder, and power supply. The unit shall be
provided with a backup battery and charging system (quoted
separately).
The receiver shall be completely solid state and crystal -
controlled. It shall operate in the 30 -50 MHz portion of the radio
spectrum. The receiver shall incorporate tone -coded squelch to
prevent interference from co- channel users.
TCI 199 Page 4 -24
11
B. CABINETS
0
The cabinet shall be of good, practical contemporary design.
It shall use cold - rolled steel or other suitable alloy consistent
with good structural design. Consideration shall be given to
electrolytic compatability of various metals and finishes. The
cabinet shall be an upright, indoor housing, not to exceed 70 inches
high by 24 inches wide and 21 inches deep. A wall- mounted housing
shall be acceptable. Standard 19 -inch rack -type mounting facilities
shall be provided inside the cabinet for mounting the
equipment- chassis assemblies. The front and rear panels shall be
accessible and provided with a lock to prevent unauthorized access.
Cabinet shall be designed to provide adequate ventilation and to
minimize entry of dust.
C. POWER SUPPLY
Power supplies shall conform to all applicable EIA and FCC
standards. In order to provide stable operation and constant
performance characteristics over wide input voltage and temperature
variations, the DC power supplies shall be regulated. The power
supplies shall operate from a nominal 117 VAC 60 Hz power source.
C. BACKUP BATTERY SYSTEM
An automatic backup battery and charging system shall be
provided that will allow a minimum of 8 hours operation in the event
of power outage. Backup battery system shall provide an audible
alarm tone to alert dispatchers that the system is on backup power.
D. TEMPERATURE RANGE
The receiver shall operate over an ambient temperature range
of minus 30 degrees to plus 60 degrees Centigrade.
TCI 199
Page 4 -25
0
E. SENSITIVITY
Sensitivity shall be 0.35 microvolts for 20 dB quieting and
0.25 microvolts for 12 dB SINAD.
F. ADJACENT CHANNEL SELECTIVITY
Selectivity shall be at least minus 100 dB EIA SINAD
(plus -or -minus 20 KHz).
G. MODULATION ACCEPTANCE
Modulation acceptance of the receiver's bandwidth shall be
plus -or -minus 7.0 kHz.
H. SPURIOUS RESPONSE AND IMAGE REJECTION
Spurious response and image rejection shall be minus 95 dB
below an on- frequency signal level which produces 20 dB of noise
quieting per EIA standards.
I. INTERMODULATION AND SPURIOUS ATTENUATION
Intermodulation and spurious attenuation shall be at least
minus 80 dB in accordance with EIA standards.
J. FREQUENCY STABILITY
Stability shall be within .002 percent from minus 30 degrees
to plus 60 degrees Centigrade. Frequency - determining elements shall
be in hermetically- sealed holders. The local oscillator frequency
must be adjustable to allow tuning the receiver to the exact
operating frequency.
TCI 199
Page 4 -26
•
0 K. AUDIO DISTORTION
0
Audio distortion shall be less than 5 percent at 1000 Hz at
5 watts output.
L. AUDIO OUTPUT
Audio output to local speaker shall not be less than 5 watts.
Telephone line output shall be adjustable and provide a minimum of
plus 16 dBm into a 600 ohm load.
M. INPUT IMPEDANCE
Input impedance shall be 50 ohms at the receiver RF input
terminal.
N. VOTER OPERATION
The receiver shall be configured to operate as a satellite
receiver in the new Fire 41 voter receiver system. In the voting
mode, the receiver audio shall be encoded with the appropriate
signalling tones required to interface with the voting comparators.
0. CROSS MUTING
The satellite receiver shall be muted whenever any VHF low
band base station in the same physical facility is caused to
transmit.
4.6 PAGING ENCODER SPECIFICATIONS
These specifications describe a paging encoder that is to be
used to alert and dispatch fire apparatus and emergency services
personnel and for general paging of City staff. It shall operate
through dispatch console electronics and shall be capable of
operation on any of the console's active channels.
TCI 199 Page 4 -27
11
Ll
•
The encoder shall be of solid -state construction and
engineered for simplicity of operation. The unit shall be capable of
providing tone -only and tone - and -voice alerting. It shall have a
minimum capacity of thirty individual and six group -call tone
combinations. The tones and tone format shall be totally compatible
with the alerting system now used by Newport Beach Fire. It shall
have the capability of all commonly used, dual -tone formats,
including one - second /three- second, three - second /one- second,
three- quarter- second /one - quarter - second, and other popular formats.
This encoder shall be panel- mounted and shall fit into the consoles
specified in Table 1.
The encoder keyboard design shall be similar to a push- button
telephone dial pad for ease of operation. A visual numerical display
shall be provided for operator verification of the pager called.
After loading the desired pager number, the unit shall
sequence automatically to initiate the page after the Page button has
been depressed. Each stage of the paging sequence shall be visually
displayed to the operator. Manual transmission of a voice message
shall occur via the normal console transmit switches. The encoder
shall disable the console microphone during the sequence
transmission.
A paging encoder is desired that can store preprogrammed
paging sequences for the complex dispatch process that is involved in
a fire department having multiple stations and run patterns. A
microprocessor - controlled frequency synthesizer, with formats stored
in PROMS which are field changeable, would best fulfill the need of
Newport Beach. The tone combinations that are now in use in the fire
alerting system are Kwik -Call elements 121 -125.
TCI 199 Page 4 -28
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CITY OF NEWPORT BEACH
POLICE DEPARTMENT
May, 3, 1982 0 7zrt
ra,aY 1 � i98z
TO: City Council
y •the CITY CC3JNC11
FROM: Chief of Pol i cCwrly 0 N.W WZT pW�M
SUBJECT: FURNISH & INSTALL COMMUNICATIONS EQUIPMENT -
EMERGENCY COMMUNICATIONS CENTER
RECOMMENDATION:
This report recommends awarding Contract #2325 to furnish and
install communications equipment in the Emergency Communication
Center to Motorola, Inc, for $115,410 and requests the Mayor
and City Clerk to execute the contract.
SUBJECT:
The need for a new, efficient communications center has been
recognized by this city. Dr. Henry Richter of Telecomm Con-
sultants, Inc. was hired to provide specifications and assist-
ance in obtaining the best system for our needs at the best
price. Three companies bid on our specifications: ComCenter,
Moducom and Motorola.
DISCUSSION:
Dr. Richter, in the attached letter dated March 10, 1982, out-
lines the original bid amounts and the adjustments necessary
to compare the bids provided by the three companies. All three
companies provided highly competitive bids. Two companies,
Motorola and Moducom, submitted bid totals that were quite
close. In fact, the bids were so close that there has been
considerable discussion regarding the bid proposals and the
bid amounts. Dr. Richter addresses these issues in the attach-
ed letter dated May 3, 1982.
In addition to price, there were several other factors that
were taken into consideration in making this recommendation,
especially in light of the comparable bid submittals.
First, maintenance and repair for all emergency service communi-
cations is provided by Orange County Communications on a service
contract basis. This agency is quite knowledgeable and exper-
ienced in the servicing and repair of Motorola equipment. They
Citv Council • 16
Communications Equipment
Page 2
maintain a supply of Motorola spare parts and they can per-
form virtually all servicing and repair of Motorola equipment.
Orange County Communications gives Motorola a very high recom-
mendation and attests to their excellent overall system re-
liablility. Secondly, the police department has purchased
Motorola equipment over the past several years and the level
of service and overall equipment reliability has been quite
good. A check of references, especially in Orange County, has
indicated that Motorola has successfully performed similar
projects and received very high recommendations.
Another factor is total system integrity. Unlike ComCenter
and Moducom, Motorola is the manufacturer of all the radio and
console equipment to be provided. Because of this they can
provide a complete, sole- source turnkey system to our specifi-
cations. In addition, the equipment to be provided will have
total compatibility with the Motorola radio equipment that is
currently in use at the police department.
From an operational and functional standpoint, the Motorola
consoles and equipment comply with all our requirements. Their
consoles are high quality in appearance and their console de-
sign is appropriate and well suited for our operations.
From the standpoint of longevity, Motorola has provided radio
and console equipment for many decades while other console
manufacturers have come and gone. During this time they have
established a solid, dependable reputation in the communica-
tions field. It can certainly be expected that Motorola will
continue to provide communications equipment and service well
into the future. They have an extensive engineering staff
and considerable support services to assist throughout the
entire service life of the equipment.
CONCLUSION:
Based upon all the above
department that Motorola
ment at the best price,
tract amount of $115,410
than the original bid am
items determined not to
refer to addemdum #1, fo
Funding for this award i
ing Account #021993236.
September 30, 1982.
Charles R. Gro
Chief of Polic
factors, it is the opinion of this
will provide all the necessary equip -
quality and level of service. The con -
to be awarded to Motorola is less
ount due to the deletion of several
be necessary at this time. Please
r the final equipment list and prices.
s proposed in the Federal Revenue Shar-
The estimated date of completion is
City Council •
Communications Equipment
Page 3
Attachments;
1.
Addendum #1,
Equipment
2.
Letter
from
Dr.
Richter
3.
Letter
from
Dr.
Richter
4.
Letter
from
Mr.
Moesch
5.
Letter
from
Mr.
Moesch
6.
Report
from
Mr.
Moesch
and price list for contract
dated March 10, 1982
dated May 3, 1982.
dated March 19, 1982.
dated March 29, 1982.
dated May 3, 1982.
award.
ADDENDUM #1
Equipment and Price list
QUANTITY
ITEM
UNIT PRICE
TOTAL PRICE
1
Police Console #1
$13,407
$13,407
1
Telephone Console #2
12,759
12,759
1
Fire Console #3
12,430
12,430
1
Supervisor's Console #4
13,206
13,206
Install Console & Cabling
19,610
19,610
3
Remount & Install Maps
1,520
4,560
1
Programming Paging Encoder
2,832
2,832
1
EOC Console
9,543
9,543
1
EOC Consolette
5,479
5,479
3
Telephone Type Remotes
758
2,274
1
UHF Base Station & Antenna
3,727
3,727
Install Base Station & Antenna
749
749
Furnish Cabinet, Mount
Comparators
1,266
1,266
Fire Satellite Receiver
System
4,546
4,546
Back -up Battery Supply
278
278
Card Slot Map Status Displays
3,418
3,418
SUB TOTAL
$110,084
TAX
5,326
CONTRACT TOTAL
$115,410
This equipment and price list provides for all the necessary items
and installation to be included in the contract between the City
of Newport Beach and Motorola, Inc. All equipment and installation
as listed shall meet the requirements of the City's Console and
Radio Specifications and provide a completely operational system
as stated in section 2.3 of the Specifications.
r ?1FIECOMM COIA UJUAMNITS, INC,
8812 East Las Tunas Drive, San Gabriel, CA 91776
Telephone (213) 285 -0269
March 10, 1982 199/68 -1
Sgt. Paul Henisey
NEWPORT BEACH POLICE DEPARTMENT
870 Santa Barbara Drive
Newport Beach, CA 92660
Dear Sgt. Henisey:
I am pleased to report to you the analysis of the bids received for your
new dispatch center and for the associated radio equipment. As you know,
three responses were received, from the ComCenter Corporation, Moducom,
and the Motorola Corporation. These bids were the culmination of an
extensive process involving the development of specifications for your new
dispatch center, the writing of a bidding specification, and the
soliciting and receiving of bids. The RFP was issued on January 12, 1982,
a bidders' briefing was held on January 26, 1982, and the bids were
received on March 1, 1982.
The evaluation has been made on the basis of the bids and costing as
submitted and on additional supplementary material and information
received from the bidders after that date.
It is our goal to obtain the best system possible for the City, based on
the lowest price associated with a totally responsive proposal. Strictly
speaking, none of the three bidders were fully responsive in their
submission; all had deficiencies that had to be clarified and resolved
before the final evaluation could be made; the nature of these is
identified below. Needless to say, some work was required to bring each
submittal into such a form that a fair and representative evaluation could
be made and an accurate comparison of all aspects of the submittal could
be made.
The upshot of this was that adjustments were required to bring the prices
of two of the bidders in line with the specifications. The "bottom —line"
price submitted was adjusted in these two cases and the adjustments and
calculations are shown in the following table.
NEWPORT BID ANALYSIS
ComCenter
Moducom Motorola
Bid
Price
114,902
134,378.50 123,451
1.
Less
Tax
<7,273.50> --
2.
Less
Telephone -only console
<2,067.00> --
3.
. Less
Time Stamps
<3,250.00> --
4.
Plus
4 Instacall
8,160
5.
Plus
2 Satellite Rx
6,797
6.
Plus
Monitor Amplifier
350
7.
Plus
2 Monitor Rx
1,097
8.
Plus
Paging Encoder
1,456
2.200
TOTALS
134,562
123,888 123,451
Sgt. Henisey 68 -1 /Page 2
NEWPORT BEACH POLICE DEPARTMENT
V March 10, 1982
These figures show that the Motorola Corporation is the low bidder on the
basis of the adjusted submittals. We would therefore recommend award of
this procurement to Motorola. We feel that the evaluation of the
different offerings has been fair and that Motorola is unquestionably the
lowest responsive bidder.
Let me explain the adjustments on a line -by -line basis:
1. Moducom submitted their bid with tax included. This was not
asked for and the other vendors did not do this, so this amount
was deducted.
2. Moducom bid a telephone -only console, which was not requested in
the RFP, so this amount was deleted.
3. Moducom bid time stamps. These were to be optional and are
therefore not included in the fundamental bid price. This item
was deleted.
4. The ComCenter bid carried the unit price for the instant - recall
recorders (this was discovered at the time of bid submittal) , so
the cost of four additional recorders was added in.
5. ComCenter did not include the cost for the two satellite
receivers in the bid, but listed it as an option. These should
be part of the overall price.
6. ComCenter listed the cost of the speaker -patch amplifier as an
option; this should have been included in the main price.
7. ComCenter listed the two monitor receivers as an option; these
should have been listed in the main price.
S. Both ComCenter and Moducom chose a paging encoder of lesser
capability than that specified. These prices adjust the overall
price commensurate with adding this capability.
The bottom -line prices reflect, in our opinion, the adjusted prices on an
equal- offering basis for all bidders and should therefore be the
determining factor in the award. After the award notification is made, 1
would suggest negotiating with the successful bidder to consider those
optional items that the City may wish to purchase, to agree on a price for
these, and to make certain of their inclusion in the actual factory order.
I am sure that you want to include the additional status capability on the
maps, and I would suggest deleting three of the instant - recall recorders
in favor of new console panels which can operate with the old
tape- transport units. I would also suggest that the subject of the
�r
0
0
Sgt. Henisey 68 -1 /Page 3
V NEWPORT BEACH POLICE DEPARTMENT
March 10, 1982
unreasonably high installation costs be resolved with Motorola. I am sure
that a substantial cost reduction can be realized here and that this will
further increase the monetary gap between Motorola and the next bidder
significantly.
Let me comment on the deficiencies in the bid submittals. The Motorola
Corporation was compliant with all requirements except for Section 2.5.
They did not furnish a detailed parts list for their submittal so that we
could make certain exactly what was included in each price. This list was
obtained and was used to verify the suitability and completeness of their
offering.
The ComCenter Corporation chose a paging encoder of lesser capability than
that specified. As was mentioned above, their pricing on the
instant - recall recorders was deficient. They did not supply any financial
or corporate information (Section #2, claification letter) ; such was
requested to assure the City of financial stability and corporate
longevity.
The Moducom Corporation also proposed a paging encoder of lesser
capability than that specified. They included one item in the bid price
that was not even requested, and included an optional item there, instead
of as a separate price. They did not supply any corporate financial
information (Section #2 clarification letter) or other tangible assurance
of financial stability and corporate longevity.
Coupled with our recommendation is the suggestion that steps be taken to
reduce the installation charge proposed by Motorola. A charge of $23,670
for console installation (especially compared to the other bids) is
totally out of line. One way to handle this would be to delete the
requirement for installation, and to either negotiate for, go out to bid
for, or otherwise arrange for the installation to be done separately. A
savings of at least $5,000 or maybe $10,000 should be realized. On the
basis of hardware only, (excluding all installation, the bids then look
like:
ComCenter
$117,759
Moducom
115,200
Motorola
94,472
I think that the bidding process went smoothly and I was quite pleased at
the price discounting that was realized. I know your anxiety about
getting the new system up and operational before the high- activity summer
arrives, and I therefore would wish you every success in processing this
through the City approval- and - purchasing pipeline as rapidly as possible.
We will stand available to help you achieve as rapid a delivery as
7r
0
Sgt. Henisey
NEWPORT BEACH POLICE DEPARTMENT
March 10, 1982
68 -1 /Page 4
possible. You might want to consider funding us for a trip to the
Motorola factory to bypass a lot of the field -order placing in order to
make your early deadline.
If there are any questions, please do not hesitate to send them along. It
has been a continuing pleasure to work with you and your staff.
Very truly va rs,
Henry L. Richter, Ph.D., PE
President
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7c, 8812 East Las Tunas Drive, San Gabriel, CA 91776
Telephone (213) 285 -0269
May 3, 1982 1991118 -3
Sgt. Paul Henisey
NEWPORT BEACH POLICE DE
870 Santa Barbara Drive
Newport Beach, CA 92660
Dear Sgt. Henisey:
I am writing in response to the request you made for additional comments
in our meeting this morning. This is a supplement to my letter to you of
March 10, 1982 (TCI reference 199/68 -1) reporting to the City the results
of the analysis we performed of the bids for your new dispatch center and
the associated radio equipment. In particular, this supplemental letter
has been prepared as a follow -up to the discussions that we had concerning
various communications to the City by Mr. Robert Moesh of the Modular
Communications Company.
I thought our bid analysis and recommendation (my letter of March 10) was
clear, but it did get bogged down in the fine detail of pricing. In order
to give the City an evaluation of the true costs for each of the three
bidders, it was necessary to make some price adjustments to place the bids
on essentially the same footing. The result was that Modular
Communications' price and Motorola's price were essentially the same;
ComCenter Corporation's price was significantly higher. We then went on
to evaluate the other factors in considerable detail, as we always do.
There has been considerable discussion and analysis of the bid prices, and
questions raised about the completeness of the system to be installed by
the successful bidder. I would like to point out to the City that the bid
specification called for a complete system (see Section 2.3 of the RFP) .
Motorola took two exceptions to the specification as it was published, and
neither significantly affects the system operation; we would recommend
allowing these two exceptions (for consolette cross patch, which we did
not ask for, and for reducing the audio power output of the satellite
receivers from 5 watts to 0.5 watts). I recommend that when a contract is
drawn it make the specifications in the RFP the controlling document so
that there is no question about the City getting the equipment necessary
to produce a fully operational dispatch center, voter satellite- receiver
system, and police backup mobile -relay station.
We always recommend making the client's RFP the controlling contractual
document and were not overly concerned about verifying the exact
completeness of Motorola's offering. it is not really productive to
debate whether a given equipment description contains every last item
required to make the system operate to the City's satisfaction. The point
is that the contractor, by signing the agreement, assumes responsibility
for providing a complete system that will operate to the satisfaction of
the City.
0 •
CSgt. Paul Henisey
V NEWPORT BEACH POLICE DEPARTMENT
May 3, 1982
•
199/118 -3
In evaluating the series of bids .which you have received and in
formulating a recommendation to the City, we take a number of factors into
consideration. As the specifications point out, price receives heavy
weighting -- and this is as it should be. However, several parallel
factors also deserve strong consideration, especially when there is close
similarity in price.
As I see it, our fundamental responsibility to our client, the City of
Newport Beach, is to help you obtain a system that shows the highest
probability of meeting your needs, and at the best possible price. We
know that you want a system that will not only perform satisfactorily at
the time of City acceptance, but also one that will meet your needs for
the next decade or more. We therefore are concerned about the equipment
and systems' long -term support and maintainability.
In coming to a "bottom -line" basis for our recommendation to the City, we
would advise the City to make its award to that company of the two, low,
comparable bidders that will provide a clear advantage to the City in
terms of unquestionable corporate stability, a long history of hundreds of
millions of dollars in such equipment being placed, and the associated
resources of an industrial giant. The Motorola Corporation has been in
the two -way radio business for many decades. Its manufacturing and
engineering support are closely available to its customers. There is no
question in, our minds that Motorola's corporate policy would make certain
that their customers get this service, both short -term and long -term.
It is customary in the decision - making process when evaluating factors
that characterize competing or essentially equal alternatives that risk
factor analysis be invoked. Consideration of the relative short -term and
long -term risks in this project was the determining factor, one which
significantly tipped the balance toward the Motorola Corportion.
With regard to the other bidder, Modular Communications, although it may
not appear as such, we do have sympathy with small businesses that are
trying to establish their foothold and their reputation. It is not easy
to compete with the more established companies, particularly where
customers are involved, when there is a requirement for conservative
system aquisition and where procurement is concerned. We have no reason
to quarrell with the Modular Communications' product line. We are not
prepared to pass judgment on the long -term maintainability of Modular
Communications' equipment (or of Motorola's or ComCenter's) because it is
neither our role nor our task to perform detailed engineering evaluations
of the equipment. What this recommendation is based on is the
consideration that we think should be uppermost in the Newport Beach
situation: obtaining a contractor and equipment that, all other things
being equal, offers the City the strongest likelihood of satisfactory
short -term and long -term performance. In this respect, Motorola
TC,Sgt. Paul Henisey 199/118 -3
NEWPORT BEACH POLICE DEPARTMENT
May 3, 1982
Corporation demonstrates clear superiority and we therefore reaffirm our
recommendation that you.award the contract to Motorola.
I shall look forward to meeting you at the Newport Beach City council
meeting May 10.
Best personal regards,
1 "
Henry L. 'chter, Ph.D. ' '
, PE
President
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MODULAR COMMUNICATIONS SYSTEMS, INC.
13309 SATI COY STREET. NORTH HOLLYWOOD. CALIFORNIA 91605'(213)764-1333
March 19, 1982
Mr. Frank H. Clarke III
Purchasing Agent
City of Newport Beach
City Hall
3300 Newport Boulevard
Newport Beach, Ca. 92663
Dear Mr. Clarke
This letter is to confirm my conversation with you on March 16, 1982 with
regard to the recommendation to award the contract for the Emergency Communications
Center's consoles and related equipment to Motorola. I an formally protesting this
recommendation for the reasons listed below:
1. Motorola was not the low responsive bidder
2. Motorola was not a compliant bidder
3. The bid evaluation was biased toward Motorola
5. Modular Communications Systems was the low, compliant and
responsive bidder and should be awarded the contract.
As I mentioned, during our conversation, I was particularly disturbed over
this recommendation because I personally reviewed the proposals at the time of
the bid opening and noted that Motorola's bid, while it appeared to be lower, did
not contain a number of items which were required. Nor did it contain sufficient
information to properly evaluate its compliance.
Motorola was not the low responsive because all items were not included in the
basic bid price. Instead these were either omitted or else shown as an option. For
example:
Addendum date February 4, 1982 , page 2 paragraph 4
" The Contractor will supply the two additional satellite receivers and
a low bank antenna and transmission line"
Addendum dated February 4, 1982, page 2 paragraph 6
" the contractor shall supply an audio amplifier ......speakers ".
Addendum dated February 4, 1982 page 2, paragraph 7
"The contractor is therefore to include in his bid a line -item price
for two additional monitor receivers ......... type."
None of these items were included in the proposal bid sheet or on any equipment
list.
The option price sheet presented by Motorola included a charge of $549.00
for mounting the Recall Recorders, and thus was not included in the basic price.
13
When I questioned how Motorola could be considered to be a responsive bidder,
Dr Henry Richter, the City's consultant, told me that Motorola provided him with
an equipment list after the bids were opened and also advised him that the missing
items were included in the installation price of $23,670.00. I questioned the legality
of this procedure because every sealed competitive bid I have been involved in re-
quired me to have all of the information included with the proposal package. Further,
for Motorola to say that all missing equipment is included in labor costs strikes me
as somewhat strange. It would be more plausible to have it included in equipment
groups already listed, or as I did, prepare another line item.
Motorola was not a compliant bidder because they did not provide sufficient
information for the evaluating committee to properly evaluate their proposal. Also,
they did not bid on all items. For example: TABLE I "CONSOLE REQUIREMENTS" calls
for a telephone position with specific equipment being housed in the turret. Motorola
did not include this item. This is in addition to what was mentioned in the previous
paragraph.
I mentioned this to Dr. Richter and was told that he did not ask for that to be
included. I pointed out that it is specifically mentioned on his TABLE 1, so he re-
marked that he will subtract that amount from my bid. Again, every competitive bid
I have ever been involved in would have rejected the bidder for not including all
items rather than change the rules after the fact just to avoid rejecting them.
The Bid Evaluation was biased towards Motorola because the Consulting firm
has demonstrated a biase on all projects they are involved in towards Motorola. I
do not know of a single instance where they have recommended any other supplier,
other than Motorola , for providing consoles. This is true regardless whether or
not they were low or high bidder. In fact, I do not know of any instance where they
were ever rejected for being none compliant by this consulting firm. This seems
strange to me. The list below are some of the projects with which I have some
knowledge.
Stockton Ca.
Motorola
Monterey Park , Ca.
Motorola
Torrance Ca.
Motorola
Clovis, Ca.
Motorola
L.A. Unified School
Motorola
Yolo County
Motorola
San Diego, Ca
Motorola
Montclair, Ca
Motorola
Rialto, Ca.
Motorola
IlDland, Ca.
Motorola
El Monte, Ca.
Motorola
I am sure that a further study will reveal that,all recommendations were for Motorola
as I stated earlier.
When I was notified of the recommendation, Sergeant Henisey told me that the
recommendation was based upon low bid. However, when I questioned such things as the
$38,244.00 for one year service versus our price of 3,600.00 he told me that they
said it was an error and that it should have been approximately $15,000.00. He also
told me that they told him that all equipment not identified was included in the
installation price as I mentioned earlier.
Another reason mentioned for selecting Motorola was that Orange County Communi-
cations would be familiar with Motorola and could service their equipment. I reminded
him that Orange County Communications services our equipment for the City of Laguna
Beach and for the City of Brea without any problem.
a4 � •
The next reason given was that when they deleted certain items and added
other items, Motorola became the low bidder. This practice is highly unusual
in fairly conducted bidding situations with which I am familiar.
It is plain to see that every effort was made to justify Motorola's bid,
even to the point of stretching all known rules regarding the practice of com-
petitive bids. Even after all of this they were only able to get them $321 below
Modular Communications Systems low responsive bid. It sure seems to me that my
original concerns were real, the same concerns I expressed to Sergeant Henisey
prior to the bid date. I asked him directly whether or not the City wanted to
buy Motorola's equipment and he told me that the City wanted competitive bids.
I then explained why I was concerned about the bid process because TCI has always
shown,' a partiality towards Motorola, and he again assured me that he was only in-
terested in the best competitive bid. Finally I told him that if,after submitting
a bid, I was low and they recommended Motorola, that I would protest to the City
Council about the biase and did he still want me to submit a bid. He again assured
me that he did and that the bid review will be conducted honestly and fairly.
Well I did submit the bid, and I was the low responsive bidder and they did
recommend Motorola, so I am now protesting that recommendation and am asking you,the
City Manager, and the City Council to please investigate this and award my company
the bid.
Modular Communications Systems's proposal provides for all of the equipment
specified and at the lowest competitive price. The proposal is complete and addresses
all requirements. Further, our equipment provides the City with much more capability
than they would get from the recommended bidder. I find it outrageous to have my
proposal evaluated by a consultant who has never even took the time to visit my
factory, which is local, or to visit or call the local installation, and yet have
time to visit Motorola "s factory in Illinous. How can he possibly be in a position
to properly evaluate our proposal against Motorola's. It is obvious he was not able
to do so, nor does it appear that he wanted to conduct a fair evaluation, otherwise
there would have been no reason to bend all rules of honesty in the bidding process.
I am sure that you will concur after you have an opportunity to verify these
charges, that Modular Communications Systems truly deserves the award based on being
the low, compliant and completely responsive bidder. I am sorry about having to make
these charges, but as I told you, we want to do your project and I want to alert you
to what I consider unethical practices on the part of your consultant. If you have
any questions after reading this, please advise. Also, please let me know when this
item will come before the City Council so that I may attend.
Sincerely;
ch
Robert " A. Moesch
President
cc: Sgt. Paul Henisey
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City accepts police -moire radio bid
despite objections of losing bidd eM
A $111.352 cant-.act for police and fire radio
equ!pment :vas awarded to Modular Communi-
ca"nns Inc. ov the Kalamazoo Citv Commission
Monday, despite objections from the only other
bidder.
?.n official of Motorola Communications and
Electronics Inc. told the commission .hat ltis
conipany deserved the contract because Modular
did aot afrer a ore -tear warranty on parts and
iah,r as required by the city s specdicat%ons.
3iirion l4•ecdeard of 31otor ^la said his corn.
panv s bid of x114.929 was higher boczs>e n
includod an ' extended warranty worth 54.245.
If the city wanted on iv a stardard one -dear
warranty, '.lOfGIU13.5 bid could be reduced by
54.254, making it the low bid by StM. 4'endzard
said.
However. city Purchasing Agent R'iliard Kane
said Modular did offer a one -year warranty by
stating in its bid that it "will replace any and all
defective material for a period of one year at no
.Qrst to the city
If 'Motorola was allowed to lower t-d_LAt
would be char._ine the rules of the canne aftcr
fact," Kane said.
He added that Motoro!a would not be stlr t
meet Lhe citv's deadline for hav! :g t:`:e ❑r.
communications equipment installed by
while Modular said it could meet the deadiino
Modular promised to deliver the ecc:omrnt
w trnn 90 days and 'nave it installed within ;-10
dad's. ^e said.
The C;tv Commission also awarded a 3153
contract to the )tiller -Davis Co. for remode::::g
the first floor of the police departmenl w;
t it a new commumcationscenter willbeinstal;. ;i
C;h police and fire communications are be: %:
combined 'o prepare for an area -wide : ;tt
emergency telephone system this year, sa I
Police Chief Jrhn Ross. A computer-a.dod
dispatch center will be purchased for the 311
system. he said.
The entire police fire communications prop,, t
estimated to cost about 3400.W0, will enable Q,
police and fire departments to reduce ;taifta.
and wiii make additional records•steraee
a•: ailatle m the polio `.udding. he said.
MODULAR COMMUNICATIONS SYSTEMS, INC.
13309 SAT] COY STREET. NORTH HOLLYWOOD. CALI FORN [A 9t605-(213)764-1333
March 29. 1982
Mr. Frank H. Clarke III
Purchasing Agent
City of Newport Beach
City Hall
3300 Newport Boulevard
Newport Beach, Ca. 92663
Dear Mr. Clarke;
I received the copy of TCI's bid evaluation from your office on March 26, 1982
along with the copy which was mailed from the Police Department on March 22, 1982
and I want to thank you for your prompt response.
I reviewed Dr. Richter's analysis and found it most interesting, not so much
from what he concludes, but rather from how he arrived at his results. He certainly
has a way with either ignoring or minimizing pertinent facts. For example, no where
in his analysis does he comment on the WARRANTY OPTION on page 1B of the proposal
which shows Motorola's price as being 38,244.00 versus my price of $3,600.00 and
ComCenter's price of approximately $5,000.00. This is very significant because at
the Pre -bid conference I asked why they would want a maintenance price when they
were already using Orange County Communications and I was told that that arrangement
was not very secure since there was talk about the possibility of that organization
not being available for Newport Beach's maintenance in the near future. Another
example is in his adjustments to bring all bidders to a "bottom line" price,he con -
vienently ignored the ommission of the line item for the two (2) monitor receivers
called for in Section #2, clarification letter on Motorola's proposal. Further he
completely overlooked or ignored my option on page 5 -14 where a price reduction of
$1,100.00 was offered if the City wanted the monitor receivers which are comparable
to those specified. We offered General Electric's top of the line MASTR II models
while Comenter offered the lesser line and I presume, since there was not any inform-
ation in Motorola's submittal, that which ComCenter offered was determined to be
in compliance and comparable to what Motorola supposedly offered after the fact. If
this is true then Modular Communications Systems' price becomes $122,763 or $688.00
less than Motorola's price of $123,451, thus making us low compliant bidder.
The tone of his report tries to convey the impression that he labored diligently
trying to be completely objective in arriving at his conclusion and recommendation
when in fact it is just the opposite. He makes a big deal out of ComCenter's failure
to extend their 'price for the Insta Calls and their showing items as options rather
than including them in the basic bid price as well as our showing an option price
for date time stamps as a line item and for including a telephone position as a line
item which he claims he did not ask for despite his TABLE I "CONSOLE REQUIREMENTS ".
But then he minimizes the ommission of Motorola in providing sufficient technical
data, equipment lists, and other items called for in Section 2.5 DOCUMENTATION which
states "Any and all items which are bid must have a complete model number, technical
specification broc ure inc u ing pictures an or of er ocumentation w is u y
PURCH.AS!NG APR 1. 19Q2
He does say, however, that he did request and receive all of this information
after the bids where opened and that the information clearly defined their proposal.
This, as I stated in my letter dated March 19, 1982, clearly violates the intent of
sealed competitive bids. It is particularily so for RFPs since they are supposed to
be completely definitive at the time of submission.
His attempt at implying that Modular Communications Systems was non - compliant
because it bid a telephone -only console supposedly not asked for, it included an
option price item as a separate line item in the basic bid, it proposed an encoder
which did not appear to have all of the capability requested, and it did not provide
financial data to determine our longevity and stability is absolutely outrageous. j
Let me comment on each of these items individually:
Telephone only console not asked for - Attached is a copy of
TABLE I "CONSOLE REQUIREMENTS" from the specifications. You.
will note the last item in the left hand column entitled "Auxiliary
Telephone Positions" which requires (1) Telephone Panel, (2) Panel
space for 911 ANI, (3) Telephone /Headset Interface, and (4) Instant
Recall Recorder. Now I ask you, why would all of that information
be deliniated if it was not required?
Option Price for Date Time Stamps included as a line item - I pre-
sumed that because they discussed the requirement for mounting the
date time stamps at the Pre -bid conference they intended to purchase
them if the price was competitive and thus by including it in the
basic bid, as a separate line item, the City could see the total cost
impact. In any event, this did not impact the bid price because the
City could delete this as specified in Section 2.23.
Proposed an encoder of lesser capabilities than that which was re-
quested - The proposed encoder,ZETP.ON CE1000, is a highly reliable
and versatile device which is capable of performing many functions.
It does not, however, have a preprogrammed feature, which I stated
in my Section 5, and therefore, does not satisfy that requirement. I
know of only one company which manufactures a device such as that and
that company is ComCenter, one of the bidders for this requirement.
However, I do not have the confidence in its reliability, and there -
fore,if I do not have confidence in a device, I would be dishonest
with the City if I proposed it. I would suggest that the City in-
vestigate the device and if they still wanted it the item could be
deleted from my bid. We will be willing to install the device at
no extra charge.
No financial data to determine longevity and financial stability -
Notwithstanding Section #2 clarification letter which states that the
bidder must assure the City of its financial stability, page 6 of the
proposal "Statement of Financial Responsibility" states that a bidder
could either submit this with its proposal or provide it one (1) work
day after the bidder is determined to be the low bidder. We are will-
ing to comply with that as is attested to with my signature.
It is understandable for the City to want that assurance, however,
our longevity was established at the Pre -bid conference when I quest-
ioned Section 2.15 "Bidder Qualifications" paragraph A where it re-
quired a bidder to be in business for ten (10) years. Both Dr. Richter
and Sergeant Henisey agreed that we would be acceptable even though
we have been in business, as a company, for only four (4) years. They
•
concurred that our company possessed the experience and demonstated
capability to successfully perform to the specifications. As far as
assuring the City of our financial stability, I would think that our
being able to obtain a Performance Bond for the bid amount would be of
some assurance since this would certainly protect the City.
Financial stability and certainty of continuation in business over
the life of the equipment is purely subjective. As we are all aware,
many large, and presumably successful companies with a history of
great longevity are suddenly in doubt. I can only tell you that we
certainly intend to be in business many more years than the life of
your equipment. We believe that we have the resources and desires to
continue.
I find it somewhat unusual for him to make a glowing recommendation about a bidder
in one breath, and then tell you that they have an unreasonably high installation
cost in the next. What further concerns me is his blatant attempt at conducting
sole source negotiations for the City with a bidder which has not even been selected
and approved by the City. It certainly appears presumptuous of him to suggest amounts
of savings of $5,000 or $10,000 should the City enter into an agreement with Motorola.
How could he possibly know whether or not the price is reasonable or that Motorola
would be willing to negotiate once the award was made? Does he know something which
we do not?
His attempt to eliminate the installation price to show the City what a great
difference in price it would make between Motorola and our company ignores entirely
the RFP.which called for a completely installed system performed under the respons-
ibility of one supplier. The suggestion of going out to bid again for the installation
does not address what would happen to the warranty on the equipment should another
service shop, not associated with Motorola, be awarded the installation contract.
This seems to be somewhat irresponsible on his part, unless he has reason to believe
who would get the contract.I am sure Motorola would not honor any warranty on the
consoles if they were assembled by someone other than a factory authorized service
shop.
The suggestion that the
pedite the order poses two
have with a company's prod
he be completely impartial
2. How come this potential
analysis?
City fund him for a visit to Motorola so that he can ex-
questions. 1. What sort of influence could a consultant
action schedule, and if he does have that influence could
in evaluating other bidders whenever Motorola is involved?
cost to the City was not included in his "Bottom Line"
Mr. Clarke, it is very plain, Dr H. Richter and TCI are completely biased toward
Motorola even to the point of being highly unethical. The facts show Modular Commun-
ications Systems to be the low,compliant, responsive bidder as well as show Motorola
as being totaly non - responsive to your RFP. I plead with you to do the correct and
ethical thing, recommend my company for the award, the award which rightfully belongs
to us. We will provide the City with the finest communications consoles available
today and we will work very closely with the City in expediting and completing the
installation in a timely fashion. I am awaiting your call advising me when we could
meet to review this prior to it going before the City Council.
Si�ncer'el
obert Hoesch
President
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FROM: MODULAR COMMUNICATIONS SYSTEMS
TO : CITY OF NEWPORT BEACH
SUBJECT: CONSULTANT'S RECOMMENDATION FOR POLICE RADIO SYSTEM
DATE: MAY 3, 1982
In TeleComm Consultants, Inc.'s letter of March 10, 1982, the writer, Henry L.
Richter, states that all proposals were deficient and that our deficiencies are
as follows:
* Paging Encoder of lesser capability than requested.
* Telephone Answering Position not requested.
* Date Time Stamps as a line item instead of as a
separate option price.
* Did not provide corporate financial data.
I will comment on each item and provide the evidence which will show that we are
in complete compliance with the specifications.
PAGING ENCODER OF LESSER CAPABILITY THAN REQUESTED
The specifications on Page 4 -27 and 4 -28 under paragraph 4.6 describes the paging
encoder as follows:
1 Solid State and simple to operate
2 Capable of providing tone only and tone and voice alerting
3 Minimum capacity of 30 individual and 6 group call combinations
4 Tones & tone format compatible with existing alerting system
5 Capability of all commonly used dual tone formats
6 It shall be panel mounted
7 It shall have telephone type keyboard
8 It shall have visual numerical display
9 After loading the desired page number the unit shall sequence
automatically to initiate the page after the Page button has
been depressed .
10 Each stage of paging shall be visually displayed
11 PagingEncoder can store preprogrammed paging sequences.
Micro- processor - controlled frequency synthesizer with
formats stored in PROMS which are field changeable would
best fulfill the need of Newport Beach.
Modular Communications Systems offeres the ZETRON C -1000 which fully complies with
the specifications. The specifications do not call for a preprogrammed Coded Push
button as is being implied by the consultant. In fact, every bidder offered like
devices, except Motorola. Instead, they proposed a USF -100 -9 Unipage I which is
an obsolete device manufactured by ComCenter Corp and which is non compliant be-
cause it does not have a telephone type keypad. Further, I assume the USF100 -9
is a typo and should be USS100 -9 because that is an invalid number.
THEREFORE MODULAR COMMUNICATIONS SYSTEMS IS FULLY COMPLIANT TO THIS REQUIREMENT.
See Attached Specification page - Zetron Specification Sheet, and Comcenter's
Specification sheet.
TELEPHONE ANSWERING POSITION NOT REQUESTED
The consultant claims that he did not specify this position and therefore should
be deleted. Sgt. P. Henisey states that he told us at the Pre -Bid conference that
this position was not required. I attended the pre -bid conference and do not recall
the subject even coming up. I believe the tape recording will show that I raised
most of the questions, no of which concerned a telephone answering position.
In any event, if this item was deleted, it should have been included in the addendum
which addressed those items raised at the pre -bid conference. Since it was not,
all bidders must bid to the published specifications which clearly show it to be
required. Listed below are the sections in the specifications which call for this
item.
1. Page 3 -2 , Para 3.1
2. Page 3 -8 , Para 3.4 A
3. Page 3 -8 , Para 3.4 B
4. Page 3 -9 , Para 3.4 F
5. FIGURE 1
6. TABLE 1
The specifications call for a telephone answering position which we addressed in
our proposal. We proposed a three (3) bay answering Position Console with turrets
since the specifications were silent as to how it should be configured. This is
explained in our proposal as follows:
1. Page 5 -4
2. Drawing No. 3416
3. Page 8 -3
THEREFORE MODULAR COMMUNICATIONS SYSTEMS IS THE ONLY BIDDER FULLY COMPLIANT TO
THIS REQUIREMENT. See attached sheets for support.
SEPARATE
THAN
This was addressed in my letter dated March 29, 1982. The reason for including it
as we did was explained. In any event, it is not any deviation to the specifications
because it was shown separately and was easily deleted from the total price.
DID NOT PROVIDE CORPORATE FINANCIAL DATA
The specifications (Page 6 of PROPOSAL) asked for financial information to be
submitted at the time of bid submission or within one working day after being
notified as being the low responsive bidder. We chose not to submit this information
with the submittal in accordance with our option.
The addendum issued by Sgt. P. Henisey dated February 4, 1982 , page 2, item 2
does not alter the financial data requirement as called for on Page 6 of the PROPOSAL,
it does call for "the likelihood of a long -term availablility of warranteed service
and replacement parts." This requirement was addressed in the proposal and at the
prebid conference.
aa' 0
•
The request for the likelihood of a long -term availablitiy of warranteed service
is some what of a mute point. The specifications Page 2 -4, para. 2.12 calls for
only 90 days warranty against defects in design, material and workmanship which
cannot by any stretch of the imagination, be considered "long- term ". In fact, this
warranty period is unusual by its shortness. Most specifications require a minimum
of one year for parts.
The request for assurance for availability of replacement parts was provided in the
only manner I know of, and that is by certifying to maintaining the parts. This
was done in Section 11 of the Proposal.
The assurances which the City desires can only be given by those means available to
us. For example:
An equipment design which uses common components obtainable
from more than one source.
Certification that replacement parts will be stocked and will
be provided for a minimum of ten years.
In the case of our bid, the City has assurances from other manufacturers besides
MODULAR COMMUNICATIONS SYSTEMS. For example.
General Electric for all of the RF equipment.
Echo Communications for the recorders.
Further, a list of Users is provided which can be used to verify our responsiveness
and reliability.
Additional assurance is given by the requirement for a Performance Bond, which will
be in force until the project is completed and out of warranty.
The main thrust here is that no one can give iron clad assurance of future events.
This even applies to large companies as is witnessed by current events. In our case,
this question always seems to have to be addressed. It arose in BREA and we satisfied
them that we are viable and responsible. This was for a much larger and more complex
system than is being proposed for Newport Beach. We also satisfied the City of Santa
Monica and the State of California.
Insummary, MODULAR COMMUNICATIONS SYSTEMS COMPLIED FULLY WITH THIS REQUIREMENT. For
a point of interest, What did Motorola provide to meet this requirement?
I believe that the deficiencies have been addressed and that we have shown that
MODULAR COMMUNICATIONS SYSTEMS is the only bidder fully compliant to the specifications.
The next section will prove that we are also the lowest compliant bidder.
:z3' • •
On page 1 of TeleComm Consultants, Inc.'s letter dated March 10, 1982 Henry Richter
presents a Table entitled NEWPORT BID ANAYSIS which seems to indicate that only
Motorola is compliant and that Modular Communications Systems is deficient in certain
areas. Below will be the correct analysis which does not show Motorola as being
the low responsive bidder.
142,818
The prices used for Motorola's adjusted cost are those from their price book where
part numbers are shown or from Moducoms price for the equipment proposed. As can
be seen, Motorola is considerably higher, $18,963 to be exact. This adjustment does
not consider the areas of non - compliance which will be addressed later.
MODUCOM
MOTOROLA
BID PRICE PER PROPOSAL
134,378.50
123,451
Sales Tax not shown by Motorola
( 7,273.50)
Option DTS not required
( 3,250.00
Bid Price after Moducom adjustments
123,855.00
123,451
Telephone only position
2,067
Monitor Amplifier
350
Upgrade of Alert Monitor
1,100
Orange Channel tone encoder
(6 -freq. encoder 81327 5 @ 515)
2,575
Transmit /Receive Modules not provided
(TI-RI 81310 -A 7 @ 1,140)
7,980
Lo -Band antenna for Receivers 2 @ 1,000
2,000
DTS cutout shown as option
(QLN7699A )
2,175
Desk top for Police Back -up console
(B1229 )
560
Desk Top for Supervisor console
(B1229 )
560
142,818
The prices used for Motorola's adjusted cost are those from their price book where
part numbers are shown or from Moducoms price for the equipment proposed. As can
be seen, Motorola is considerably higher, $18,963 to be exact. This adjustment does
not consider the areas of non - compliance which will be addressed later.
ANALYSIS OF MOTOROLA's SUBMITTAL
PRICE - Motorola, after adjustments is $18,963 higher than Modular Communications
Systems compliant bid.
AREAS OF NON- COMPLIANCE
1. Did not include Remote Speaker Patch called for in addendum dated 2 -4 -82
page 2, para. 6.which called for an audio amplifier with at least 20 -watts
capability.
2. Specifications call for a to -band receiver which will operate in 30 -50 MHz
portion of the radio spectrum.(Page 4 -24, para4.5.6) Motorola proposed in
the equipment list Model CO3RTBI108SPIRA Spectra Tac Receiver which is in
the UHF range of the radio spectrum and thus will not work in the voter
system proposed for the Fire Department.
3. The Specifications Addemdum dated 2 -4 -82, page 2, para. 4 calls for the
bidder to provide a low bank antenna and transmission line. Motorola
proposed to multi - coupler this to the existing antenna for the 4- frequency
base station presently located at the FIre Stations. This does not comply
with the requirement, nor was it addressed as an exception as specified
on Page 2 -2, para. 2.4 which states "deviations must be stated at time of
bid opening." Further, it calls for the reasons given for deviating from
the specifications.
This also opens another area, if the TLE1802A 6 -Port Receiver Multicoupler
is to be used, is it to -band or is it UHF as is the receiver?
4. Specifications Page 2 -2, para. calls for "best equipment available ". This
is also called for on Page 3 -3, para. 3.2. Motorola offered Model M04CNB3100
alert monitor which is not the top of the line.
5. Specifications Page 3 -9, sub -para E and Page 4 -8 calls for providing cutouts
for recessed date time stamps. Addendum dated 2 -4 -82 page 1, para 1 does
not change this requirement. Instead, it requests an optional price for
five time stamps. These were included as an option price.
6 Specifications Page 3 -3 refers to TABLE 2 "CONSOLE RADIO CHANNELS" for the
"transmit -and- receive frequency modules which are to be obtained." and which
clearly shows 12 T/R and 5 Receive only for the Police - Telephone- and Fire
consoles and 11 T/R and 5 Receive only for the Supervisor and EOC consoles.
Further,it calls for 8 T/R modules for the c onsolette. Motorola provided
for 10 T/R and 6 Receive only modules for all full consoles thus being short
seven (7) modules.
7. Specifications require complete consoles with writing surface (Page 4 -2 and
Figure 1). Motorola did not provide the writing surface for either the tele-
phone console or the Supervisor's console.
8. Specifications Page3 -12 requires tone control for the Orange County system.
Motorola did not provide the encoders to perform this requirement.
9. Specifications Page 3 -2, Page 3 -8, Page 3 -9, Figure 1, and TABLE 2 all call
for a telephone answering position. Motorola did not prvide for this re-
quirement.
10. Specifications require a Paging encoder with a telephone keypad. Motorola
provided for an obsolete number which does not have access by means of a
keypad. Instead, it requires a card.
. a5 i •
AREAS OF NON- RESPONSIVENESS
1. Specifications Page 2 -2, para. 2.5 requires all technical and descriptive
material to be submitted at the time of the bid opening. Motorola did not
respond to this requirement. Instead, they submitted an equipment list after
the bid opening.
They are still non - responsive in this area because they did not submit any
information on their proposed encoder, the alert monitors, and the specific
receivers being offered. Further, they failed to describe fully their
understanding of the requirement.
This is borne out by their failure to offer the proper equipment or to
provide all of the required equipment.
2. They did not provide adequate panel and console drawings as specified in
Page.3 -3, para.3.2.
There are many more instances of both non - compliance and non- responsiveness on
Motorola's part, but I am sure the areas we have documented is proof sufficient
that Motorola is not the low c ompliant bidder as is stated by the consultant.
The specifications describe how the bid submittals areto be evaluated. They include
the following:
1.
2.
3.
4.
5.
6.
Using the B
apparent:
Most weight TOTAL PRICE
Responsiveness to the technical specifications
Degree to which the equipment exceeds the specifications
Management assurance of high quality ?
Bidder's ability to provide installation of all equipment
to professional standards.
Suitability of total offering.
ID AWARD CRITERIA called for on Page 2 -8, para. 2.22 the following is
MODUCOM MOTOROLA
TOTAL PRICE 123,855 142,818
Responsiveness FULLY (1) NON- RESPONSIVE
Exceeds specifications GREATLY -
Assurance of high quality ? ?
Bidders Ability PROVEN ?
Suitablilit:y COMPLETE (2) NON- COMPLIANT
(1) Failure to submit technical data with proposal as well as with the second try.
(2) Ten (10) identified and documented areas of non - compliance.
• a6 a
•
The analysis performed by Modular Communications Systems was based on the in-
formation submitted to the City at the time of the bid opening as well as the
information (equipment list) submitted by Motorola after the opening. This in-
formation was submitted to the consultant.
Based on these findings it is apparent to any open minded individual that Motorola
DID NOT submit a complete or compliant bid, nor could they be considered to have
submitted the lowest responsive bid as stated by the consultant.
In addition to the findings discussed in the preceding pages, the consultant failed
to recognize the high cost of first year maintenance proposed by Motorola. The
Warranty Option of $38,244 represents approximately 35% cost to maintain the equipment
during the first year. Whether or not this option is exercised is not the question,
rather it is what reasonable and intelligent person would consider equipment which
will cost 35% of the purchase price to maintain during its first year of use. More
so when the other bidders show 2 or 3% as their maintenance cost.
In summary, MODULAR COMMUNICATIONS SYSTEMS has proven itself to the the LOW, COM-
PLIANT, AND RESPONSIVE bidder to the City of Newport Beach's console requirements
and should be awarded the contract. By awarding the contract to us, the City will
demonstate that it believes in the competitive bid process and that it recognizes
that the evaluation process as performed was incomplete at best.
MODULAR COMMUNICATIONS SYSTEMS, INC.
13309 SATICOY STREET. NORTH HOLLYWOOD. CALIFORNIA 91605-(213)764,1333
April 20, 1982
Mr. Donald Strauss
101 Via Venezia
Newport Beach, Ca. 92663
Reference: Police Communications Bid
Dear Mr. Strauss;
I want to thank you for taking the time to listen to my concerns over
the manner in which the bid process was conducted for the above referenced
equipment. I also want to apologize for intruding on your time away from the
City's business.
I am enclosing three documents, which are as follows:
1. Modular Communications Systems' letter of 3 -19 -1982
2. TeleComm Consultants, Inc.'s letter dated 3 -10 -1982
3. Modular Communications Systems' letter dated 3 -29 -1982
Once you have had an opportunity to review them, I am sure you will conclude, as
I do, that the bidding process and recommendation on Dr. Henry Richter's part is
a complete farce. Not only has he clearly demonstrated his biase, but he has also
shownthat he is unable to conduct a professional and ethical evaluation by his
failure to include certain significant price quotations in arriving at his con-
clusions.
I sincerely hope that you have an opportunity to make your review prior to
the next council meeting. As I mentioned, it is certainly not fair to either you
or I if I am restricted to presenting my protest only at the meeting where it is
a general practice to allocate a certain amount of time for each item. This is
particularily so if you and the other members had only a short time to prepare
yourselves to make the correct and equitable decision which is so necessary when
public c onfidence in government is at sllch.:a low ebb. It is my opinion that it
is vital to protect the integrity of competitive bidding, because failure to do
so causes the City to suffer far more than it causes suffering by responsible
vendors who submit costly proposals in good faith.
If you have any questions concerning this please call me at the number shown
above.
Sinc
06 r Moesscchi//
President
_
7r,
March 10, 1982
0
'rfLEraMM rQNSU XAN7S. I NC4k
8812 East Las Tunas Drive, San Gabriel, CA 91776
Telephone (213) 285 -0269
Sgt. Paul Henisey
NEWPORT BEACH POLICE DEPARTMENT
870 Santa Barbara Drive
Newport Beach, CA 92660
Dear Sgt. Henisey:
1Cr_N
199/68 -1
I am pleased to report to you the analysis of the bids received for your
new dispatch center and for the associated radio equipment. As you know,
three responses were received, from the ComCenter Corporation, Moducom,
and the Motorola Corporation. These bids were the culmination of an
extensive process involving the development of specifications for your new
dispatch center, the writing of a bidding specification, and the
soliciting and receiving of bids. The RFP was issued on January 12, 1982,
a bidders' briefing was held on January 26, 1982, and the bids were
received on March 1, 1982.
The evaluation has been made on the basis of the bids and costing as
submitted and on additional supplementary material and information
received from the bidders after that date.
It is our goal to obtain the best system possible for the City, based on
the lowest price associated with a totally responsive proposal. Strictly
speaking, none of the three bidders were fully responsive in their
submission; all had deficiencies that had to be clarified and resolved
before the final evaluation could be made; the nature of these is
identified below. Needless to say, some work was required to bring each
submittal into such a form that a fair and representative evaluation could
be made and an accurate comparison of all aspects of the submittal could
be made.
The upshot of this was that adjustments were required to bring the pricez
of two of the bidders in line with the specifications. The "bottom -line"
price submitted was adjusted in these two cases and the adjustments and
calculations are shown in the following table.
NEWPORT BID ANALYSIS
ComCenter
Moducom Motorola
Bid
Price
114,902
134,378.50 123,451
1.
Less
Tax
<71273.50> --
2.
Less
Telephone -only console
<2,067.00> --
3.
Less
Time Stamps
0,250.00 --
4.
Plus
4 Instacall
8,160
5.
Plus
2 Satellite Rx
6,797
6.
Plus
Monitor Amplifier
350
7.
Plus
2 Monitor Rx
1,097
S.
Plus
Paging Encoder
1.456
2.200
TOTALS
134,562
123,888 123,451
TrSgt. Henisey 68 -1 /Page 2
NEWPORT BEACH POLICE DEPARTMENT
y March 10, 1982
These figures show that the Motorola Corporation is the low bidder on the
basis of the adjusted submittals. We would therefore recommend award of
this procurement to Motorola. We feel that the evaluation of the
different offerings has been fair and that Motorola is unquestionably the
lowest responsive bidder.
Let me explain the adjustments on a line -by -line basis:
1. Moducom submitted their bid with tax included. This was not
asked for and the other vendors did not do this, so this amount
was deducted.
2. Moducom bid a telephone -only console, which was not requested in
the RFP, so this amount was deleted.
3. Moducom bid time stamps. These were to be optional and are
therefore not included in the fundamental bid price. This item
was deleted.
4. The ComCenter bid carried the unit price for the instant - recall
recorders (this was discovered at the time of bid submittal) , so
the cost of four additional recorders was added in.
5. ComCenter did not include the cost for the two satellite
receivers in the bid, but listed it as an option. These should
be part of the overall price.
6. ComCenter listed the cost of the speaker -patch amplifier as an
option; this should have been included in the main price.
7. ComCenter listed the two monitor receivers as an option; these
should have been listed in the main price.
8. Both ComCenter and Moducom chose a paging encoder of lesser
capability than that specified. These prices adjust the overall
price commensurate with adding this capability.
The bottom -line prices reflect, in our opinion, the adjusted prices on an
equal- offering basis for all bidders and should therefore be the
determining factor in the award. After the award notification is made, I
would suggest negotiating with the successful bidder to consider those
optional items that the City may wish to purchase, to agree on a price for
these, and to make certain of their inclusion in the actual factory order.
I am sure that you want to include the additional status capability on the
maps, and I would suggest deleting three of the instant - recall recorders
in favor of new console panels which can operate with the old
tape- transport units. I would also suggest that the subject of the
-r r Sgt. Henisey 68 -1 /Page 3
V NEWPORT BEACH POLICE DEPARTMENT
March 10, 1982
unreasonably high installation costs be resolved with Motorola. I am sure
that a substantial cost reduction can be realized here and that this will
further increase the monetary gap between Motorola and the next bidder
significantly.
Let me comment on the deficiencies in the bid submittals. The Motorola
Corporation was compliant with all requirements except for Section 2.5.
They did not furnish a detailed parts list for their submittal so that we
could make certain exactly what was included in each price. This list was
obtained and was used to verify the suitability and completeness of their
offering.
The ComCenter Corporation chose a paging encoder of lesser capability than
that specified. As was mentioned above, their pricing on the
instant - recall recorders was deficient. They did not supply any financial
or corporate information (Section #2, claification letter); such was
requested to assure the City of financial stability and corporate
longevity.
The Moducom Corporation also proposed a paging encoder of lesser
capability than that specified. They included one item in the bid price
that was not even requested, and included an optional item there, instead
of as a separate price. They did not supply any corporate financial
information (Section #2 clarification letter) or other tangible assurance
of financial stability and corporate longevity.
Coupled with our recommendation is the suggestion that steps be taken to
reduce the installation charge proposed by Motorola. A charge of $23,670
for console installation (especially compared to the other bids) is
totally out of line. One way to handle this would be to delete the
requirement for installation, and to either negotiate for, go out to bid
for, or otherwise arrange for the installation to be done separately. A
savings of at least $5,000 or maybe $10,000 should be realized. On the
basis of hardware only, (excluding all installation, the bids then look
like:
ComCenter
$117,759
Moducom
115,200
Motorola
94,472
I think that the bidding process went smoothly and I was quite pleased at
the price discounting that was realized. I know your anxiety about
getting the new system up and operational before the high- activity summer
arrives, and I therefore would wish you every success in processing this
through the City approval- and - purchasing pipeline as rapidly as possible.
We will ,stand available to help you achieve as rapid a delivery as
TC,
Sgt. Henisey
NEWPORT BEACH POLICE DEPARTMENT
March 10, 1482
68 -1 /Page 4
possible. You might want to consider funding us for a trip to the
Motorola factory to bypass a lot of the field -order placing in order to
make your early deadline.
If there are any questions, please do not hesitate to send them along. It
has been a continuing pleasure to work with you and your staff.
Very truly rs,
Henry L. Richter, Ph.D., PE
President
HLR:dd
cr`n 2 A
QU 5597 tin
L Ijy
MODULAR COMMUNICATIONS SYSTEMS, INC.
13309 SATICOY STREET. NORTH HOLLYWOOD. CA LI FORN IA 9t6o5 > �zi3) 764 -1333
larch 29. 1982
Mr. Frank H, Clarke III
Purchasing Agent
City of Newport Beach
City Hall
3300 Newport Boulevard
Newport Beach, Ca. 92663
Dear Mr. Clarke;
I received the copy of TCI's bid evaluation from your office on ;larch 26, 1982
along with the copy which was mailed from the Police Department on March 22, 1982
and I want to thank you for your prompt response.
I reviewed Dr. Richter's analysis and found it most interesting, not so much
from what he concludes, but rather from how he arrived at his results. He certainly
has a way with either ignoring or minimizing pertinent facts. For example, no where
in his analysis does he comment on the WARRANTY OPTION on page 1B of the proposal
which shows lotorola's price as being 38,244.00 versus my price of $3,600.00 and
ComCenter's price of approximately $5,000.00. This is very significant because at
the Pre -bid conference I asked . why they would want a maintenance price when they
were already using Orange County Communications and I was told that that arrangement
was not very secure since there was talk about the possibility of that organization
not being available for Newport Beach's maintenance in the near future. Another
example is in his adjustments to bring all bidders to a "bottom line" price,he con -
vienently ignored the ommission of the line item for the two (2) monitor receivers
called for in Section #2, clarification letter on ;lotorola's proposal. Further he
completely overlooked or ignored my option on page 5 -14 where a price reduction of
$1,100.00 was offered if the City wanted the monitor receivers which are comparable
to those specified. We offered General Electric's top of the line MASTR II models
while Comenter offered the lesser line and I presume, since there was not any inform-
ation in Motorola's submittal, that which ComCenter offered was determined to be
in compliance and comparable to what Motorola supposedly offered after the fact. If
this is true then Modular Communications Systems' price becomes $122,763 or $638.00
less than Motorola's price of $123,451, thus making us low compliant bidder.
The tone of his report tries to conv
trying to be completely objective in a
when in fact it is just the opposite.
to extend their price for the Insta Cal
than including them in the basic bid p
for date time stamps as a line item and
item which he claims he did not ask for
But then he minimizes the ommission of
data, equipment lists, and other items
states "Any and all items which are bid
ey the impression that he labored diligently
rriving at his conclusion and recommendation
He makes a big deal out of ComCenter's failure
Is and their showing items as options rather
rice as well as our showing an option price
for including a telephone position as a line
despite his TABLE I "CONSOLE REQUIREMENTS ".
Motorola in providing sufficient technical
called for in Section 2.5 DOCUMENTATION which
must have a complete model number, technical
specification brochure includinq pictures and/or other docume
i
He does say, however, that he did request and receive all of this information
after the bids where opened and that the information clearly defined their proposal.
This, as I stated in my letter dated March 19, 1982, clearly violates the intent of
sealed competitive bids. It is particularily so for RFPs since they are supposed to
be completely definitive at the time of submission.
His attempt at implying that Modular Communications Systems was non - compliant
because it bid a telephone -only console supposedly not asked for, it included an
option price item as a separate line item in the basic bid, it proposed an encoder
which did not appear to have all of the capability requested, and it did not provide
financial data to determine our longevity and stability is absolutely outrageous.
Let me comment on each of these items individually:
Telephone only console not asked for - Attached is a copy of
TABLE I "CONSOLE REQUIREMENTS" from the specifications. You
will note the last item in the left hand column entitled "Auxiliary
Telephone Positions" which requires (1) Telephone Panel, (2) Panel
space for 911 ANI, (3) Telephone /Headset Interface, and (4) Instant
Recall Recorder. Now I ask you, why would all of that information
be.deliniated if it was not required?
Option Price for Date Time Stamps included as a line item - I pre-
sumed that because they discussed the requirement for mounting the
date time stamps at the Pre -bid conference they intended to purchase
them if the price was competitive and thus by including it in the
basic bid, as a separate line item, the City could see the total cost
impact. In any event, this did not impact the bid price because the
City could delete this as specified in Section 2.23.
an encoder of lesser capabilities than that which
quested - The proposed encoder,ZETRON CE1000, is a highly reliable
and versatile device which is capable of performing many functions.
It does not, however, have a preprogrammed feature, which I stated
in my Section 5, and therefore, does not satisfy that requirement. I
know of only one company which manufactures a device such as that and
that company is ComCenter, one of the bidders for this requirement.
However, I do not have the confidence in its reliability, and there -
fore,if I do not have confidence in a device, I would be dishonest
with the City if I proposed it. I would suggest that the City in-
vestigate the device and if they still wanted it the item could be
deleted from my bid. We will be willing to install the device at
no extra charge.
No financial data to determine longevity and financial stability -
Notwithstanding Section #2 clarification letter which states that the
bidder must assure the City of its financial stability, page 6 of the
proposal "Statement of Financial Responsibility" states that a bidder
could either submit this with its proposal or provide it one (1) work
day after the bidder is determined to be the low bidder. We are will-
ing to comply with that as is attested to with my signature.
It is understandable for the City to want that assurance, however,
our longevity was established at the Pre -bid conference when I quest-
ioned Section 2.15 "Bidder Qualifications" paragraph A where it re-
quired a bidder to be in business for ten (10) years. Both Dr. Richter
and Sergeant Henisey agreed that we would be acceptable even though
we have been in business, as a company, for only four (4) years. They
concurred that our company possessed the experience and demonstated
capability to successfully perform to the specifications. As far as
assuring the City of our financial stability, I would think that our
being able to obtain a Performance Bond for the bid amount would be of
some assurance since this would certainly protect the City.
Financial stability and certainty of continuation in business over
the life of the equipment is purely subjective. As we are all aware,
many large, and presumably successful companies with a history of
great longevity are suddenly in doubt. I can only tell you that we
certainly intend to be in business many more years than the life of
your equipment. We believe that we have the resources and desires to
continue.
I find it somewhat unusual for him to make a glowing recommendation about a bidder
in one breath, and then tell you that they have an unreasonably high installation
cost in the next. What further concerns me is his blatant attempt at conducting
sole source negotiations for the City with a bidder which has not even been selected
and approved by the City. It certainly appears presumptuous of him to suggest amounts
of savings of $5,000 or $10,000 should the City enter into an agreement with Motorola.
How could he possibly know whether or not the price is reasonable or that Motorola
would be willing to negotiate once the award was made? Does he know something which
we do not?
His attempt to eliminate the installation price to show the City what a great
difference in price it would make between Motorola and our company ignores entirely
the RFP which called for a completely installed system performed under the respons-
ibility of one supplier. The suggestion of going out to bid again for the installation
does not address what would happen to the warranty on the equipment should another
service shop, not associated with Motorola, be awarded the installation contract.
This seems to be somewhat irresponsible on his part, unless he has reason to believe
who would get the contract.I am sure Motorola would not honor any warranty on the
consoles if they were assembled by someone other than a factory authorized service
shop.
The suggestion that the City fund him for a visit to Motorola so that he can ex-
pedite the order poses two questions. 1. What sort of influence could a consultant
have with a company's production schedule, and if he does have that influence could
he be completely impartial in evaluating other bidders whenever Motorola is involved?
2. How come this potential cost to the City was not included in his "Bottom Line"
analysis?
Mr. Clarke, it is very plain, Or H. Richter and TCI are completely biased toward
Motorola even to the point of being highly unethical. The facts show Modular Commun-
ications Systems to be the low,compliant, responsive bidder as well as show Motorola
as being totaly non - responsive to your RFP. I plead with you to do the correct and
ethical thing, recommend my company for the award, the award which rightfully belongs
to us. We will provide the City with the finest communications consoles available
today and we will work very closely with the City in expediting and completing the
installation in a timely fashion. I am awaiting your call advising me when we could
meet to review this prior to it going before the City Council.
Sincere
��
oR bert Hoesch
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6 F a
MODULAR COMMUNICATIONS SYSTEMS, INC.
13309 SATICOY STREET. NORTH HOLLYWOOD. CALIFORNIA 131605.1.213?764 -1333
March 19, 1982
Mr. Frank H. Clarke III
Purchasing Agent
City of Newport Beach
City Hall
3300 Newport Boulevard
Newport Beach, Ca. 92663
Dear Mr. Clarke
This letter is to confirm my conversation with you on March 16, 1982 with
regard to the recommendation to award the contract for the Emergency Communications
Center's consoles and related equipment to Motorola. I am formally protesting this
recommendation for the reasons listed below:
1. Motorola was not the low responsive bidder
2. 111otorola was not a compliant bidder
3. The bid evaluation was biased toward Motorola
5. Modular Communications Systens was the low, compliant and
responsive bidder and should be awarded the contract.
As I mentioned, during our conversation, I was particularly disturbed over
this recommendation because I personally reviewed the proposals at the time of
the bid opening and noted that Motorola's bid, while it appeared to be lower, did
not contain a number of items which were required. Nor did it contain sufficient
information to properly evaluate its compliance.
Motorola was not the low responsive because all items were not included in the
basic bid price. Instead these were either omitted or else shown as an option. For
example:
Addendum date February 4, 1982 , page 2 paragraph 4
" The Contractor will supply the two additional satellite receivers and
a low bank antenna and transmission line"
Addendum dated February 4, 1982, page 2 paragraph 6
" the contractor shall supply an audio amplifier ......speakers ".
Addendum dated February 4, 1982 page 2, paragraph 7
"The contractor is therefore to include in his bid a line -item price
for two additional monitor receivers ......... type."
None of these items were included in the proposal bid sheet or on any equipment
list.
The option price sheet presented by Motorola included a charge of $549.00
for mounting the Recall Recorders, and thus was not included in the basic price.
•
When I questioned how Motorola could be considered to be a responsive bidder,
Or Henry Richter, the City's consultant, told me that Motorola provided him with
an equipment list after the bids were opened and also advised him that the missing
items were included in the installation price of $23,670.00. I questioned the legality
of this procedure because every sealed competitive bid I have been involved in re-
quired me to have all of the information included with the proposal package. Further,
for Motorola to say that all missing equipment is included in labor costs strikes me
as somewhat strange. It would be more plausible to have it included in equipment
groups already listed, or as I did, prepare another line item.
Motorola was not a compliant bidder because they did not provide sufficient
information for the evaluating committee to properly evaluate their proposal. Also,
they did not bid on all items. For example: TABLE I "CONSOLE REQUIREMENTS" calls
for a telephone position with specific equipment being housed in the turret. Motorola
did not include this item. This is in addition to what was mentioned in the previous
paragraph.
I mentioned this to Or. Richter and was told that he did not ask for that to be
included. I pointed out that it is specifically mentioned on his TABLE I, so he re-
marked that he will subtract that amount from my bid. Again, every competitive bid
I have ever been involved in would have rejected the bidder for not including all
items rather than change the rules after the fact just to avoid rejecting them.
The Bid Evaluation was biased towards Motorola because the Consulting firm
has demonstrated a biase on all projects they are involved in towards Motorola. I
do not know of a single instance where they have recommended any other supplier,
other than Motorola , for providing consoles. This is true regardless whether or
not they were low or high bidder. In fact, I do not know of any instance where they
were ever rejected for being none compliant by this consulting firm. This seems
strange to me. The list below are some of the projects with which I have some
knowledge.
Stockton Ca.
Motorola
Monteray Park , Ca.
Motorola
Torrance Ca.
Motorola
Clovis, Ca.
Motorola
L.A. Unified School
Motorola
Yolo County
Motorola
San Diego, Ca
Motorola
Montclair, Ca
Motorola
Rialto, Ca.
Motorola
Upland, Ca.
Motorola
El Monte, Ca.
Motorola
I am sure that a further study will reveal that all recommendations were for Motorola
as I stated earlier.
When I was notified of the recommendation, Sergeant Henisey told me that the
recommendation was based upon low bid. However, when I questioned such things as the.
$38,244.00 for one year service versus our price of 3,600.00 he told me that they
said it was an error and that it should have been approximately $15,000.00. He also
told me that they told him that all equipment not identified was included in the
installation price as I mentioned earlier.
Another reason mentioned for selecting Motorola was that Orange County Communi-
cations would be familiar with Motorola and could service their equipment. I reminded
him that Orange County Communications services our equipment for the City of Laguna
Beach and for the City of Brea without any problem.
The next reason given was that when they deleted certain items and added
other items, Motorola became the low bidder. This practice is highly unusual
in fairly conducted bidding situations with which I am familiar.
It is plain to see that every effort was made to justify Motorola's bid,
even to the point of stretching all known rules regarding the practice of com-
petitive bids. Even after all of this they were only able to get them $321 below
Modular Communications Systems low responsive bid. It sure seems to me that my
original concerns were real, the same concerns I expressed to Sergeant Henisey
prior to the bid date. I asked him directly whether or not the City wanted to
buy Motorola's equipment and he told me that the City wanted competitive bids.
I then explained why I was concerned about the bid process because TCI has always
shown,' a partiality towards Motorola, and he again assured me that he was only in-
terested in the best competitive bid. Finally I told him that if,after submitting
a bid, I was low and they recommended Motorola, that I would protest to the City
Council about the biase and did he still want me to submit a bid. He again assured
me that he did and that the bid review will be conducted honestly and fairly.
Well I did submit the bid, and I was the low responsive bidder and they did
recommend Motorola, so I am now protesting that reconmendation and am asking you,the
City Manager, and the City Council to please investigate this and award my company
the bid.
Modular Communications Systems's proposal provides for all of the equipment
specified and at the lowest competitive price. The proposal is complete and addresses
all requirements. Further, our equipment provides the City with much more capability
than they would get from the recommended bidder. I find it outrageous to have my
proposal evaluated by a consultant who has never even took the time to visit my
factory, which is local, or to visit or call the local installation, and yet have
time to visit Motorola "s factory in Illinous. How can he possibly be in a position
to properly evaluate our proposal against Motorola's. It is obvious he was not able
to do so, nor does it appear that he wanted to conduct a fair evaluation, otherwise
there would have been no reason to bend all rules of honesty in the bidding process.
I am sure that you will concur after you have an opportunity to verify these
charges, that Modular Communications Systems truly deserves the award based on being
the low, compliant and completely responsive bidder. I am sorry about having to make
these charges, but as I told you, we want to do your project and I want to alert you
to what I consider unethical practices on the part of your consultant. If you have
any questions after reading this, please advise. Also, please let me know when this
item will come before the City Council so that I may attend.
Sincerely;
f
/�oert . Moe ch
Robert A. Moesch
President
cc: Sgt. Paul Henisey
r.
0 0
City accepts police -fire radio bid
despite objections of losing bidd �.
.%, 'Ill !3,2 ^intact for pc;iril and fare radio
4')."Frenl 'A 1s 1•.Varded to Modular Cr-mmuni-
caf.'.ns Inc. the Y,3'-iTr,3zw Cit-.- Cornrnission
llr,:riay. ric•,)itc nblilct:orl; iron the only other
rider
.n oricai of M ).or'Aa Corninlinicativns and
Ly-tron�:,s 'ric, told the l-,nim:csion that his
�011"JIOW-j0l>'Ved .he -,)-tract because M-du!t.r
•'d t ftzr a "I •)n party ind
If ire Sizv nn!y a a,dard
wa:'r,intv, Mtorw a s bid ccuid be by
4-!,:54. maKtng it the low bid Iny $1369 Wendprd
said.
However. c;,,v ?urphasing Azent Wil'ard Kane
said Modular did or_`cr a one—ear warranty be
stating in its bA that it "will replace any and all
defective material ior a period c; year at no
t• GIQ C;ry
if Motorola was allowed to 'rawer it% hizl
-LIZZ Kane SaL
He that Mowro!a iapu.d not he 'X(
nn2et (Iie citv's deadline for ll�e 1
corrmumcatiorts equipment iastall-n bN 3:;n,:
wall- nodular sa,6 't eocld meet "le
Modular promiszd 'o deliver the vqt,to,:. nt
w-nin 91) days and have it iiista:,rid 'A::-3n
nays. v he said.
aifn a-.yarded 3 i132
c,ntr3ct to lmy f-o. for
ii-s7 floor of the pniice ciepart,-,Ilrit Wi. 1r,
::e W Mln M!ztl!r'a t6as center will 1.'e ivstain. I
(`:tv 1,o!,,.,e and fire minmunications ar- b-m:ni
c-m: l!niid ',' prapzre for an area-wide
ernergencv televnorie system this year. a:0
Police Chief .1.-,hn Ross, A computer-ztl,..,,A
ampatch center w,,.Il be purchased for the '411
s;stem, he said.
The entire police -fire cemrnunicat, ',ts nr(:,.,; I
estimated to coqt. about S4M,000, wi!l vi�:Ole 1,
poiice and fire clepartments to reduce
and ixiii make a,.Idittonal records-stera,,,e
i,-ailabl- in the pr)jic 6:uLldirig, he said.